3558 Schedule "A" TOMRMS Retention By-Law1
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
Schedule A:
Table of Contents:
PRIMARY
CLASS CODE
CLASS TITLE PAGE NO.
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
2
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING - ADMINISTRATION
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
A00 Administration – General
Includes admin. Records which
cannot be classified elsewhere.
Use only where no other heading
is available.
All departments 1
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 3 Excludes Membership
Fees – See F01
A02 Staff Committees and
Meetings
Records re: the activities of staff
committees and meetings, incl.
notices of meetings, agendas,
minutes, etc.
All departments 4* Excludes Council
Minutes and Agendas
(see C03&04) and
Council Committees
(see C05&06)
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
S+6 Excludes acquisitions
– see F18
A04 Conferences & Seminars
Includes invitations, approvals,
agendas, records re: conferences,
conventions, seminars, special
functions attended by staff, travel
arrangements, accommodation,
itineraries
All departments 1 Excludes speeches
and presentations
(see M08), Employee
and Council expenses
(F09), Invoices (F01)
A05 Consultants
Includes correspondence,
proposals, resumes, docs re: the
selection, appointment, and
monitoring of consultants.
All departments 2 Excludes Quotations
and Tenders (see F18)
and invoices (F1).
A06 Inventory Control
Includes inventory statements
and reports, records re: the
control of supplies, fuel, and small
equipment stock levels
All departments 6 Excludes Assets (see
F06)
A07 Office Equipment and All departments E+1 E=disposal of item
Excludes computer
3
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.
software/hardware
(see A03) and assets
(see F06)
A08 Office Services
Records re: rates and services
provided by courier, mail, postage
firms. Records re: inter office mail
system, internal printing, etc.
Finance 1
A09 Policies and Procedures
Policy and procedure manuals,
guidelines and directives
HR & any dept having
its own
policies/procedures
S+5*
A10 Records Management
Information regarding the
management of corporate
records, regardless of medium.
E.g. file listings, feasibility studies,
records centre operations,
Clerks P Excludes retention
bylaw (C01), policies
and procedures
(A09), records
disposition (A11)
A11 Records Disposition
Reports re: the disposition of
records (disposal method,
authorization for destruction)
Clerks P
A12 Telecommunications
System
Includes records re: telephone
systems, fax machines, towers,
fire comm. Systems, and 911
emerg. systems.
DCS S Excludes Assets (F06),
long distance call
records (F01),
Agreements (L04 or
L14)
A13 Travel & Accommodation
Records re: travel arrangements,
itineraries, maps, authorizations,
reservations, rented vehicles.
All departments 2 Excludes employee
and Council expenses
(F09)
A14 Uniforms and Clothing
Includes records re: uniforms and
special clothing used by municipal
staff such as fire fighters clothing
& safety clothing.
All departments S*
A15 Vendors and Suppliers
Records re: vendors and suppliers
of goods and services (catalogues,
price lists, bidders info sheets,
correspondence)
All departments 2 Excludes purchase
orders and
requisitions (F17),
office equipment
(A07), fleet
management (V01)
A16 Intergovernmental
Relations
General records re: the
relationship between the
municipality and all other levels of
government (incl. contact info)
All departments 5* Excludes legislation
(L10 & L11)
A17 Accessibility of records
(FOI)
Clerks E+2 E=completion of FOI
request
4
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
Includes documents re: MFIPPA,
and handing of requests under
this act
Excludes copies of
the Act (L11),
Complaints and
Inquiries (M04)
A18 Security
Reports, request logs, security of
offices, control of security passes
or keys
All departments 5 Excludes vandalism
reports (P05) and
Computer Security
(A03)
A19 Facilities construction &
Renos
Records re: the planning and
construction of municipal
facilities, includes site meetings,
consultant’s reports, cost reports,
drawings.
Facilities, various
depts..
E+6* E=project finished
Specifications,
architectural and
engineering drawings
to be kept
permanently
A20 Building and Property
Maintenance
Records re: the maintenance of
town buildings, including exterior
maintenance (landscaping, grass
cutting, interior design, floor
layouts, office cleaning)
All departments 5 Excludes Parks
Management
(R04) and Rec
Facilities (R05)
A21 Facilities Bookings
Includes copies of permits and
bookings issued for the rental of
rec and admin. facilities for
specific activities.
All departments 1
A22 Accessibility
Includes records relating to the
accessibility of Town Buildings and
info/programs and services to
persons with disabilities.
All departments (mostly
Clerks)
5 Excludes policies and
procedures (A09),
and Construction &
Inspection records
(A19).
5
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
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
C00 Council & By-laws – General
Includes records re: Council,
Boards, and Bylaws which cannot
be classified elsewhere.
All departments 1
C01 By-laws
Includes signed and final versions
of the town’s bylaws along with
amendments and attachments
that are legally part of the bylaws
Clerks P
C02 By-law – other
municipalities
Includes final versions of bylaws of
other municipalities which are of
interest
All departments S Or as long as they are
of value.
C03 Council Agenda
Includes notices of meetings and
agenda of Council meetings as
well as working notes used in
agenda preparation
Clerks S+5 Excludes committee
agendas (C05)
C04 Council Minutes
Clerks P Excludes committee
minutes (C06)
C05 Committees of Council –
agendas
Staff contact for
each committee
- Transitory
C06 Council Committee Minutes Staff contact for
each committee
P
C07 Elections – Management
Records re: processes involved in
management of the election, may
include voting locations, training
manuals, communications, media
management, applications to
amend VL, etc.
Clerks E+4* E=election day
Some items may be
retained longer if
valuable as
templates for future
elections
Elections – Personnel
Records related to election
personnel, including worker
applications, letters of
appointment, oaths, etc.
Clerks E+120 days E=election day
Elections – Ward
Boundaries
Historical ward maps, ward
profiles, town boundaries
Clerks P
Elections – Candidates
Records relating to candidates
running for office of Mayor,
councilor, trustee. Includes
completed nomination forms,
nomination withdrawal, signed
oaths, financial statements,
Clerks E+4 E= election day
6
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
affidavits, correspondence
Elections – Returns
Includes records related to the
town’s voting place
documentation and materials,
advance poll sheets, used, spoiled
and cancelled ballot, voters lists.
Clerks E+120 days E= date of election
As per Elections Act,
unless there is a
court order to
recount.
Elections – Recount
All records related to a recount, or
requested recount.
Clerks E+4
Elections – Results
Official election results including
poll by poll results
Clerks P
C08 Goals & Objectives
Includes records concerning
strategic planning, goals and
objectives, mission statements.
All departments S*
C09 Motions & Resolutions
Final signed versions
Clerks P
C10 Motions & Resolutions –
other municipalities
Final versions of other
municipalities’ resolutions that are
of interest
Clerks 1
C11 Reports to Council All departments P
C12 Appointments to Boards
and Committees
Clerks P
7
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING – DEVELOPMENT & PLANNING
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
D00 Development & Planning –
General
Includes records re: planning &
development which cannot be
classified elsewhere.
All departments 1
D01 Demographic Studies
Records re: trends in pop.
growth, census reports, density
studies, rate of growth,
unemployment, workforce
composition, etc.
DCS 10* Excludes vital stats (see
L12)
D02 Economic Development
Records re: growth of economy,
studies, stats, projections
Economic
Development
10* Excludes Demographic
Studies (D01), residential
development (D04),
Tourism (D06),
Industrial/Commercial
Development (D21)
D03 Environmental Planning
Records re: general
environmental studies with long
range planning emphasis (storm
drainage, flood control, parks and
open space planning, waste
management planning)
Operations 10*
Excludes air quality
monitoring (E05) and
Waste Management (E06)
D04 Residential Development
Records re: the availability of
housing, incl. general
assessments of the need for
affordable housing, occupancy
rates, housing cost stats., etc.
DCS 10*
D05 Natural Resources
Records re: the management and
preservation of forests, the
characteristics of various
minerals or deposits, and other
natural resources info.
Operations 2*
D06 Tourism Development
Records re: the tourism industry
and efforts made to promote and
encourage tourism
Economic
Development
5*
D07 Condominium Plans
Records re: the approval of plans
of condominium. Incl. drawings,
technical reports,
correspondence, written
comments, working notes,
background info, applications.
Clerks P
D08 Official Plans
Includes the official plan and
amendments to it. Also,
DCS P Excludes OP amendment
applications – see D09
8
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
secondary plans and
amendments containing detailed
objectives and policies
concerning planning,
development, redevelopment,
and specific planning districts.
D09 OP Amendment
Applications
Incl. applications, staff reports,
notices, resolutions, and
decisions.
Clerks P Excludes OMB hearing and
decisions – see L01
D10 Severances
Includes applications for consent
and all related records.
Clerks P Physically, these records
are stored behind address
file.
D11 Site Plan Control
Records regarding the provision
of services to individual land
sites, including water, sewage,
utility approvals, comments, and
correspondence.
Clerks P Excludes site plan
agreements (L04)
Physically, these records
are stored behind address
file.
D12 Subdivision Plans
Records re: the approval of plans
of subdivision (residential &
commercial), incl. drawings,
technical reports,
correspondence, written
comments, working notes,
background info, clearance
letters, draft approved plans,
red-lined plans, applications, R-
plans, changes to approved
plans, etc.
Clerks P Excludes subdivision
agreements (L04)
D13 Variances
Records re: applications for
variance in land use excl. zoning
applications. Includes
applications, drawings, notices,
decisions etc.
Clerks P Excludes budget variances
(see F05)
Physically, these records
are stored behind address
file.
D14 Zoning
Includes records and re: the
designation of zones for land use
planning purposes, and records
related to zoning applications.
Clerks E+2 E=final decision
Excludes Zoning Bylaws –
see C01
Physically, these records
are stored behind address
file.
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 property
Operations P Excludes agreements (see
L04)
D16 Encroachments
Includes all records re: private
properties encroaching on
Operations P Excludes agreements (see
L04)
9
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
municipal lands including
encroachment permits, also
includes surveys and any other
related docs.
D17 Annexation/Amalgamation
Records pertaining to the
annexing and amalgamating of
lands adjacent to municipal lands
to accommodate growth. Also
includes amalgamation of
municipalities.
DCS P
D18 Community Improvement
Projects
Records, studies, stats and any
required background info on
community improvement
projects. Includes applications
and related records.
DCS/Economic
Development
E+6 E=Termination/completion
of project
Excludes economic
development (D02)
D19 Municipal Addressing
Records re: requests for and
assignment of new subdivisions
and other street names and
numbers. May includes reports,
drawings, maps, etc.
Clerks P
D20 Reference Plans
Plans received from the registry
office. Could be R-plans, site
plans, property survey plans, etc.
Clerks P Excludes property survey
plans (F22)
D21 Industrial/Commercial
Development
Records re: promotion and
development of industry and
commerce. Records include
studies, stats, projections, etc.
DCS/Economic
Development
10* Excludes agricultural
development (D23)
D22 Digital Mapping
All records used to produce maps
and updates in a digital format.
County S* Excludes the actual data
residing on these systems
Air photos subject to
archival selection
D23 Agricultural Development
All records regarding the
development of agricultural
growth.
DCS 10*
D24 Background reports for
Official Plan
Includes reports pertaining to
amendments and changes to the
OP
E+5 E=final decision
D25 Part Lot Control
Includes applications and records
relating to exemption from Part
Lot Control, under the Planning
Act in order to create additional
lots.
S Final study is permanent
10
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING - ENVIRONMENTAL SERVICES
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
E00 Environmental Services – General
Records re: environmental services
which cannot be classified elsewhere.
All
Departments
1
E01 Sanitary Sewers
Includes records re: the design,
construction, and maintenance of
sanitary sewers
Operations P Excludes Waste
Management (E07),
Storm Sewers (E02),
Treatement Plants
(E03)
E02 Storm Sewers
Includes records re: the design,
construction and maintenance of storm
sewers
Operations P
E03 Treatment Plants
Records re: the operation of sewage
treatment and pumping stations and
lagoons.
County 5 County
E04 Trees
Includes records of tree removal,
planting, trimming, pruning, and
preservation.
Parks & Rec 5
E05 Air Quality Monitoring
Records regarding the routine
monitoring of air quality as well as
responses to interference with quality
or quantity.
All
departments
40* Excludes bylaw
enforcement (P01) and
complaints & inquiries
(M04)
E06 Utilities
Maps and location drawings provided
to the municipality from utility
companies such as telephone lines, gas
mains, power lines, water mains etc.
Operations 5* Excludes site
plans(D11)
Located are only valid
for 30 days
E07 Waste Management
Records re: the collection and disposal
of waste, source separation, collection
services and composting.
County 5 Excludes private
sewage disposal
systems (E12)
E08 Water Works
Records re: the design, construction
and maintenance of watermains, tanks,
pipelines and related facilities and
equipment. Includes water meter
registration numbers.
Operations 5 Excludes water
pumping stations (E03)
E09 Drains
Design, construction, and maintenance
of drains. Includes engineer reports,
petitions, assessments, generation
specifications and correspondence.
Operations 5 Specifications are kept
permanently
E10 Pits & Quarries
Records re: the design, construction,
maintenance of all pits and quarries.
Includes engineer’s reports,
Operations P
11
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
assessments, general specifications and
correspondence.
E11 Nutrient Management
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.
5*
E12 Private Sewage Disposal
Systems
Records re: the design, construction
and maintenance of sanitary sewers
and septic systems.
Operations S
E13 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 15 Excludes bylaw
enforcement (P01) and
Complaints & Inquiries
(M04)
E14 Water sampling
Operational checks, weekly and
monthly sampling and testing, report of
analysis, notices to Ministry, etc.
County 15 Excludes bylaw
enforcement (P01) and
Complaints & Inquiries
(M04)
E15 Chemical Sampling
Chemical samples collected and tested,
organic and inorganic, related engineer
reports, etc.
Operations 2
E16 Backflow Prevention and Cross
Connection Control
Incl. cross connection surveys, test
reports, test results, inspection reports,
compliance tracking, work orders,
copies of invoices, fee structures, any
type of media related to blackflow
prevention
Operations P
E17 Storm Water Management
Ponds
Records related to construction and
maintenance of stormwater
management ponds
Operations P
12
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING - FINANCE AND ACCOUNTING
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
F00 Finance and Accounting –
General
Records re: finance and accounting
which cannot be classified elsewhere
All departments 1 Do not file accounting
records required for
tax purposes in this
class code
F01 Accounts Payable
Includes records documenting funds
payable by the municipality, such as
invoices, receipts, copies of cheques
issued to pay account, rebates, levies
payable, reports, phone bills,
membership fees.
Finance 7 Excludes cancelled
cheques (F07)
and Employee and
Council expenses (F09)
F02 Accounts Receivable
Records documenting funds owing to
the municipality such as invoices,
billing listings, recoveries reports.
Includes correspondence related to
tax collection and supporting
documentation.
Finance 7 Excludes write-offs
(F23) and tax
assessments, rolls, and
arrears (F22)
F03 Audits
Includes records re: internal
and external financial audits of
accounts.
Finance 7 Excludes operational
audits, and audited
financial statements
(F10)
F04 Banking
Includes records regarding banking
transactions and relationships with
banks, includes deposit records,
Finance 7 Excludes banking
statements (F07)
F05 Budgets and Estimates
Includes departmental and corporate
budgets, both capital and operating.
Also budget variances.
Finance E+6 E=end of the last year
in which the capital
budget is expended
F06 Assets
Includes records re: current and fixed
assets. Inventories, records of initial
expenditure, depreciation,
amortization, disposal.
Finance E+6 E=disposal of asset
Excludes land
acquisition and sale
(L07)
F07 Cheques
All cancelled cheques issued. Also,
cheque requisitions, cheque listings,
supporting docs used to authorize
issuance of cheques, NSF cheques, and
bank statements.
Finance 7 Excludes banking (F04)
F08 Debentures and Bonds
Records re: debentures and bonds,
info re: initial issuance of the
debenture or bond as well as all
records of payments made to
investors.
Finance P Excludes debenture
registers(F14)
F09 Employee and Council Finance 7
13
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.
F10 Financial Statements
Includes the balance sheet, income
statement, statement of source and
application of funds.
Finance P Excludes working
notes, calculations,
and background
documentation (see
F26)
F11 Grants and Loans
Includes records re: revenue
generated in the form of grants –in-
lieu, provincial and federal grants,
loans, subsidies, also includes
submissions, acknowledgements,
reports.
Finance E+7 *Unless the Grant
Agreement specifies
that the records
should be kept for
longer than E+7
F12 Investments
Includes records re: the town’s
investments, term deposits, and
promissory notes.
Finance 7
F13 Journal Vouchers
Includes completed journal voucher
forms, input forms, background
documentation used to substantiate
journal entries.
Finance E+7 E=completion of
transaction
F14 Subsidiary Ledgers, Registers,
and Journals
Includes all subsidiary ledger,
registers, and journals such as
payment and receipt journals, payroll
registers, and debenture registers.
Finance E+7
Payroll
registers = P
E=completion of
transaction
Excludes documents
and vouchers used to
support entries
F15 General Ledgers and Journals
All records in the Books of Original
Entry
Finance P
F16 Payroll
Includes all records of payments of
salary, wages, deductions. Includes
pay lists, T4 slips, also honoraria and
fees to Council. Also includes
individual timesheets.
Finance/HR P Excludes payroll
registers (F14)
F17 Purchase Orders and
Requisitions
Finance E+7 E=expiry of contract
Excludes quotations
and tenders (F18)
F18 Quotations and Tenders
Incl. RFPs, RFQs, tenders, proposals,
submissions, all documentation
regarding selection process
Finance 7 (successful)
2
(unsuccessful)
Excludes agreements
(see L04 or L14)
F19 Receipts
Includes receipts issued for payment
of items such as licenses, rentals, and
taxes
Finance 6 *Charitable Tax
receipts are
PERMANENT
F20 Reserve Funds
Includes records documenting
Finance 6
14
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
obligatory and/or discretionary
reserve funds such as reserves for
working funds, contingencies, future
capital projects, info systems. Etc.
F21 Revenues
Includes records regarding the
generation of revenues other than
taxes (e.g. development charges,
development application fees)
Finance 6
F22 Tax Rolls and records
Assessment rolls, tax sale records, tax
sale deeds, property tax registrations,
tax arrears
Finance P Excludes accounts
receivable (F02)
F23 Write Offs
Includes accounts receivable that have
been written off as uncollectable. Also
includes records of bankruptcy.
Finance 6 Excludes accounts
receivable (F02)
F24 Trust Funds
Records re: funds established by the
municipality for money held in trust
Finance E+7 E=closure of trust fund
F25 Security Deposits
Includes development deposits, letters
of credit, records related to release of
securities.
Finance 7
F26 Working Papers
Includes all budget working papers,
working notes, calculations,
background documentation used to
calculate financial statement such as
the monthly trial balance.
Finance 7
15
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING – HUMAN RESOURCES
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
H00 Human resources – General
Includes records re: human
resources which cannot be
classified elsewhere.
All department 1
H01 Attendance and scheduling
Records re: employee
attendance, shift scheduling,
vacation schedules, hrs of work.
Etc.
HR 4* Excludes individual
time sheet s(F16)
H02 Benefits
Includes brochures, rates, quotes,
correspondence and explanatory
documents re: benefits offered to
employees, such as group
insurance, dental plans, etc.
HR S Excludes payroll (F16)
H03 Employee Records
Includes records re: the
employment history of municipal
employees. Incl. initial resumes
and applications, performance
evaluations, employee assistance.
Includes part time and student
employees.
HR E+10 E=date employee
ceases to be employed
with the Town
H04 Health & Safety
Records re: occupational health &
safety of staff. Also, accident
reports, information on health
and safety programs, and H&S
inspections on Town Property.
HR 7* Excludes accidents to
the public (P05), Lost
time reports and
claims (H13)
H05 HR Planning
Includes records of succession
planning, retirement programs,
staff turnover rates, annual
hire/promotion targets,
recruitment freezes, employment
equity, performance
management, etc.
HR 2* Excludes employee
records (H03)
H06 Job Descriptions
HR S+1
H07 Labour Relations
Incl. collective bargaining,
correspondence with unions, etc.
HR E+10 E=expiry of contract
Excludes collective
agreements (L04)
H08 Organization
Records re: reporting
relationships, re-orgs, org charts,
etc.
All departments S+6 Excludes employee
records (H03)
H09 Salary Planning
Records re: the planning and
scheduling of salaries such as job
HR S+4
Excludes employee
records (H03)
16
Legend: P=Permanent, S= 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 HR P
H10 Pension Records
Includes records detailing
obligations under OMERS. Incl.
pension info. of retired
personnel, incl. registration and
records.
HR P
H11 Recruitment
Includes records re: the
recruitment of staff such as job
postings, copies of
advertisements, competitions
and unsuccessful applications
HR E+1 E=close of competition
H12 Training & Development
Courses offered to employees,
info. on career and professional
development programs, also
includes orientation materials.
HR S* Excludes employee
records (H03)
H13 Claims
Claims to WSIB or insurance
carriers for lost time incidents,
accidents, STD or LTD
HR E+7 E=resolution of claim
Excludes non-lost time
incidents or accidents
(H04) or self-insured
STD ( H01)
H14 Grievances
Records dealing with grievance
complaints filed against the Town
such as the initial complaint,
investigation, reports, and final
resolution.
HR E+7* E=resolution of claim.
H15 Harassment and Violence
Complaints by or against
employees. Includes docs such as
the initial complaint,
investigation, reports, and final
resolution.
HR 3 Excludes grievances
(H14)
17
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING – LEGAL AFFAIRS
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
L00 Legal Affairs – General
Records re: legal affairs which
cannot be classified elsewhere.
All departments 1
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 Excludes litigation
(L02-L03)
L02 Claims against the
Municipality
Includes all litigation made by
other parties against the
municipality
Finance E+4 E=resolution of claim
and all appeals
Excludes appeals and
hearings (L01)
L03 Claims by the
Municipality
All litigation made against
other parties by the
municipality
Finance E+4 E=resolution of claim
and all appeals
Excludes appeals and
hearings (L01)
L04 Contracts and
Agreements – under seal
All agreements which require a
bylaw for approval.
Clerks P Excludes Site Plan,
severance and
Subdivision
agreements. Stored
electronically in D10,
11 & 12
L05 Insurance Appraisal
Appraisals of municipal
property for insurance
purposes.
Finance E+15
E=change of appraisal
value
L06 Insurance Policies
Municipal insurance policy
documents, such as vehicle,
liability, theft and fire
insurance.
Finance E+15
E=expiry of policy
Excludes employee
group insurance (H02)
L07 Land Acquisition and Sale
Records re: real estate
transactions, and conveyance
of land such as lot sales, alley
closings, and allowances
through voluntary transactions
or expropriations. Includes
leases, deeds, purchase letters,
Finance & DCS E+10 E=disposal of property
or termination of lease
18
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
appraisals.
L08 Opinions and Briefs
Copies of legal opinions and
briefs prepared by the
municipality’s legal council on
specific issues and bylaws.
Department
that sought
opinion
S*
L09 Precedents
Includes records re: judgments
and decisions which may affect
the municipality’s position in
actual or potential legal
matters.
All departments S
L10 Federal Legislation
Records re: bills, acts, and
regulations enacted by the
Ontario legislature which affect
or are of interest to the
municipality.
All departments S
L11 Provincial Legislation
Records re: bills, acts, and
regulations enacted by the
Ontario legislature which affect
or are of interest to the
municipality.
All departments S
L12 Vital Statistics
Registers of births, deaths, and
marriages
Customer
Service/Clerk
P Excludes population
stats (See D01).
Marriage license
applications are two
years retention, not P
L13 Prosecutions
Records re: prosecutions to
enforce bylaws and federal and
provincial legislations
Bylaw
enforcement
E+7 E=Delivery of
Judgement
L14 Contracts and
Agreements- simple
Contracts and agreement
which do not require bylaw
approval, such as equipment
rental and service contracts,
vehicle lease, purchase
agreements, street sweeping,
gravel, etc.
All departments E+6 E= expiry of contract
19
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING – MEDIA AND PUBLIC RECORDS
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
M00 Media and Public Relations –
General
Includes records re: media and
public relations with cannot be
classified elsewhere.
All departments 1
M01 Advertising/Marketing
Includes records re: public
advertising in newspaper,
magazines, radio, TV, etc.
DCS/Economic
Development
1* Excludes news releases
(M06), Recruitment
(H11), or Elections
(C07)
M02 Ceremonies and Events
Records re: participation in special
events, openings, anniversaries. Also
includes the setup and running of
special events.
All departments 5*
M03 Charitable Campaigns
Records re: the raising of funds and
donations for the municipality,
programs, or charitable orgs, such as
United Way, interest groups, etc.
All departments E+1 E=end of campaign
*Charitable receipts
are PERMANENT
M04 Complaints, commendations,
and inquiries
Very general inquiries and
complaints. Concerns about service,
inquiries about Council proceedings,
congratulatory letters, etc.
All departments 1* Excludes items logged
in ACR, FOI Requests
(see A17)
M05 News Clippings
From newspapers, info journals, or
other printed media.
All departments 1*
M06 News Releases
Final versions of news releases
(media releases) issued.
All departments 1*
M07 Publications
Typed manuscripts, artwork,
regarding the publication of tourism
information, trade shows, current
events, industrial directories,
business directories, maps.
All departments
(primarily
Economic
Development)
S*
M08 Speeches and Presentations
Final versions of speeches,
presentations, and news
conferences given by elected and
non-elected officials.
All departments 3*
M09 Website
Records relating to the Town
website, its design, site map, web
team minutes, workplans, etc.
DCS/Webteam S+5 S=new website
20
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING: PROTECTION AND ENFORCEMENT SERVICES
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
P00 Protection and
Enforcement – General
Protection and enforcement
records which cannot be
classified elsewhere.
All departments 1
P01 By-law Enforcement
Records of municipal efforts to
enforce bylaws such as orders
to comply,
Bylaw enforcement E+6
P02 Daily Occurrence Logs
Daily logs e.g. fire assistance
calls maintained by CBO and
Fire Dept.
All departments 5*
P03 Emergency Planning
Records re: the planning and
rehearsal of emergency
measures.
All departments S*
P04 Hazardous Materials
Info and reports on chemicals
and substances that pose fire
hazards. Also includes records
dealing with toxic substance
control, transportation and
effects.
All departments S* Excludes staff safety
training (H04)
E+5 for PCB material
storage records
(E=material removed from
site)
P05 Incident/Accident
Reports
Includes vandalism and
security incident reports and
reports of accidents that occur
at recreational facilities and
other municipal properties.
All departments E+25 E=date of accident
P06 Building/Structural
Inspections
Inspection reports such as
building, plumbing, fire
prevention, etc.
Building/Fire S E+2 for inspections,
maintenance, and testing
related to fire code
P07 Fire Safety Inspections
Inspection reports conducted
or performed by Fire Services
on private, public and
commercial properties
Fire S
P08 Investigations
Records of investigations
pertaining to law enforcement,
traffic incidents, and
firefighting activities.
All departments 10* Excludes Bylaw
enforcement (P01)
P09 Licenses
Records re: licenses
Clerks/Customer
Service
E+2 E=expiry of license
Excludes marriage licenses
21
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
administered by or required by
the municipality, or required
by the province, such as
licensing for dogs, cats, liquor,
businesses, lotteries, etc.
(L12)
P10 Building Permits
Permits issued to builders,
contractors, and residents
giving them permission to
build or renovate.
Building P Excludes all other permits
(P11)
P11 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
E+4 E=expiry of permit
Excludes building permits
(P10), Encroachment
permits (D16), and burial
permits (S09)
P12 Warrants
Bylaw enforcement E+2 E=execution of warrant
P13 Criminal Records
All documentation relating to
individuals with a history of
criminal activity
Bylaw enforcement E+5 E=occurrence/investigation
closed or dispotion of
charge
Excludes investigations
(P08) and prosecutions
(L13)
P14 Animal Control
Records re: the control of
household pets, strays,
livestock and wildlife and
livestock evaluation reports.
Also, records re: the
administration of shelter
programs including rabies
clinics and volunteer programs.
Building/Bylaw E+2 E=date animal was last in
the pound
Excludes dog/cat licenses
(P09)
P15 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*
P16 Emergency Services
Records re: land ambulance,
fire, and rescue services.
Fire, Police S+2
P17 Parking Tickets Bylaw Enforcement 2
P18 By-law Enforcement
Tickets
Bylaw Enforcement 2
22
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING – RECREATION, HERITAGE AND CULTURE
Secondary
Class
Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
R00 Rec, Heritage and Culture
– General
Incl. records regarding
recreation, heritage and cultural
services which cannot be
classified elsewhere.
All departments 1
R01 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 P Excludes designation
bylaws (C01), and
TACAC minutes &
agendas (C04, C05)
R02 Archeology
Includes property assessment
reports, provincial clearance
letters and assessment
guidelines, miscellaneous
artifact collections, and any
other information or reports
related to archaeology.
Planning P
R03 Built Heritage
Built heritage resources
inventories, miscellaneous info
on the documentation and
recording of built structure, info
or reports related to built
heritage.
DCS P
R04 Parks Management
Includes correspondence,
descriptions, reports and other
records dealing with the
management design, setup,
landscaping and maintenance of
specific municipal parks,. Incl.
maps and plans. Also incl. info
dealing with maintenance of
playground equipment.
Parks &
Rec/Facilities
5* Playground equipment
maintenance records
are retained
permanently
Excludes Building and
property maintenance
(A20)
R05 Recreational Facilities
Includes correspondence,
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.
Parks &
Rec/Facilities
5* Excludes Facilities
Construction (A19),
and Building and
Property maintenance
(A20)
R06 Recreational Programming
Includes correspondence,
Parks & Rec 5*
23
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
applications, registrations, and
general info regarding the
development and delivery of rec
programs to the community
such as youth, sports and
fitness, adult education, crafts
and other programs.
24
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING – SOCIAL AND HEALTHCARE SERVICES
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
S00 Social and Healthcare
Services – General
Records re: social and healthcare
services which cannot be
classified elsewhere.
All departments 1
S01 Children’s Day Nursery
Services
General program info re:
childcare programs such as
municipal and private day care
and day nursery services.
County 1 County
S02 Elderly Assistance
General program info. regarding
programs intended to improve
the quality of life for senior
citizens such as home care,
housing, and transit subsidies.
Includes any homes for the aged
as well as general resource info.
used in counseling seniors.
County 5
S03 Homes for the Ages
Residents
Includes records re: individual
residents of homes for the aged.
County 1 County
S04 Social Assistance Programs
Includes general program info. re:
social assistance programs. Also
includes general resource info.
used in counseling recipients of
social assistance and info.
pertaining to Employment
Support Programs and
Community Support Services.
Also, records re: subsidized
housing.
County 1 County
S05 Ontario Works Case
Records
County 1 County
S06 Medical Case Records
Case records re: communicable
diseases, venereal diseases,
dental care, maternal care, etc.
County 1 County
S07 Children’s Services
Includes general program
information regarding programs
benefitting developmentally
handicapped children, abused
children, and other children’s
programs
County 1 County
25
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
S08 Public Health
Includes records re: public health
programs such as health and
safety education, school health
programs, family planning and
disease control including
immunization.
County 1
S09 Cemetery Records
Includes burial permits, maps,
plot ownership records,
internment registers, and indexes
for municipal cemeteries.
Cemetery P
S10 Day Nursery Case Records
Application for enrolment, child’s
name and address, date of birth,
phone numbers of parents, etc.
County 1 County
26
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
PRIMARY HEADING: TRANSPORTATION
Secondary
Class Code
Secondary Heading &
Description
Responsible
Department
Retention Remarks
T00 Transportation – General
Records re: transportation which
cannot be classified elsewhere.
All departments 1
T01 Illumination
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.
Works E+6 E=completion of
project
T02 Parking
Includes records and studies re:
municipal parking issues such as
handicapped parking, lot and
garage operations, fire routes, and
employee parking.
Operations E+6 E=closure of lot or
space
T03 Public Transit
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.
n/a E+1* County
E=closure of route/
shelter/stop
T04 Road and Sidewalk
Construction
Includes records and studies re:
construction projects on roads. Incl.
the construction of new roads and
major improvements to existing
roads and sidewalks, such as
resurfacing, widening, bridges,
retaining walls, etc.
Works E+1* E=project finished
Excludes simple
agreements (L14),
Design & Planning
(T05), and routine
maintenance or minor
improvements to road
systems (T06)
Design Studies Planning P
T05 Road and Sidewalk Design
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.
Works E+1* E=project finished
Specifications are kept
permanently
T06 Road and Sidewalk
Maintenance
Incl. records and studies re: the
inspection and maintenance of
roads, includes the installation of
culverts, minor repairs to the road
Operations/Works E+6* E=project finished
Specifications are kept
permanently
27
Legend: P=Permanent, S= until superseded, *=subject to archival selection, E=event, numbers in retention column refer to years
surfaces, curbs and sidewalks, cycle-
ways, footpaths and walkways,
trails, includes grading an ploughing
and sanding of roads and snow
removal and cleaning.
T07 Signs and Signals
Includes records and studies re the
manufacture and installation of
signs and signals.
Works E+1 E=removal of
sign/signal
T08 Traffic
Records and studies re: the flow of
traffic on roads, including
intersection drawings, pedestrian
crossovers, crossing guards, traffic
counts, accident stats, and
temporary road closures for special
events.
Works E+1* E=project finished
T09 Roads and Lane Closures
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.
Works E+1* E=project finished
Excludes temporary
road closures (T08),
land sales (L07), Road
closing bylaws (C01)
T10 Field Survey/Road Survey
Books
Includes engineering field survey
notes as well as books
Operations E+6* E= project finished
T11 Bridges
Includes estimates, studies and
other records re: projects
specifically for bridge construction,
also includes bridge repairs and
maintenance.
Operations E+1 E= project finished
Specifications and
Engineering Structural
Assessment Reports (Bridges)
Operations P
28
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
Class Code
Secondary Heading
& Description
Responsible
Department
Retention Remarks
V00 Vehicles and
Equipment – General
Records re: vehicles and
equipment which cannot
be classified elsewhere.
All departments 1
V01 Fleet Management
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.
Works/Fleet E+1 E=termination of lease
or disposal of vehicle
Excludes Insurance
policies (L06), Accident
claims (L02, L03),
Lease/Contracts (L14)
V02 Mobile Equipment
Includes records re:
mobile equipment used in
conjunction with vehicles.
Also includes maintenance
and history files on
equipment such as
generators, pumps, snow
blowers, sanders, etc.
Operations E+6 E=as long as the device
is in service
V03 Transportable
Equipment
Maintenance and history
files on equipment such as
lawnmowers, hoses,
weed-eaters, drills and
rescue equipment.
Operations E+6 E=as long as the device
is in service
V04 Protective Equipment
Records re: protective
equipment used by the
municipality. Also includes
maintenance and history
files on equipment such as
breathing apparatus,
breathing tanks, alarms,
etc.
Operations E+6 E=as long as the device
is in service