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3933 Schedule 'A' - Records Retention By-Law" ' Classification Code AOO A01 A02 A03 A04 AOS A06 A07 A08 A09 A10 A11 A12 A13 A14 A15 A16 A17 A18 A19 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading :ADMINISTRATION Heading and Description Responsible 2015 Retention Department Update Administration-General Originating Dept. 1 Associations and Originating Dept. 1 Organizations Staff Committees and Originating Dept. 4** Meetings Computer Systems & I.T., Development S+6 Architecture Information & Communications Conferences & Seminars Originating Dept. 1** Consultants Originating Dept. 2** Inventory Control Originating Dept. 6 Office Equipment & Furniture Originating Dept. E Office Services Finance. 1 Policies & Procedures HR & Any Dept. P** having its own. Records Management Clerk's s Records Disposition Clerk's p Telecommunications Systems Development & s Communications Travel & Accommodation Originating Dept. 1 Uniforms & Clothing Originating Dept. s·· Vendor & Supplies Originating Dept. 2 Intergovernmental Relations Originating Dept. 5** Accessibility of Records Clerk's 2 (F.O.I) Security Originating Dept. 5 Facilities Construction & Originating Dept. E + 2** Renovations By-Law 3558-Schedule" A" Remarks ~ = Archival Selection S = Superseded ~ = Archival Selection ~ = Archival Selection E= Disposal of Item P = Penmanent -= Archival Selection S = Superseded P = Penmanent S = Superseded S = Superseded ~ = Archival Selection - = Archival Selection E= Project Finished ~=Archival Selection Revised: July 2015 Classification Code A20 A21 A22 A23 A24 A25 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading: ADMINISTRATION Heading and Description Responsible 2015 Retention Department Update Building & Property Originating Dept. 5 Maintenance Facilities Bookings Originating Dept. 1 Accessibility of Services Clerk's 5 Information Systems 2 Production Activity & Control Access Control & Passwords 2 Performance Management I CAO S** Quality Assurance By-Law 3558-Schedule "A" Remarks Setup Tests & Manuals = Equipment removed + 1 year No legislated retention requirements. ~ = Archival Selection Revised: July 2015 ' SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading: COUNCIL & BY-LAWS Classification Heading and Description Responsible 2015 Code Retention Department Update coo Council & By-Laws -General Originating Dept. 1 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•• cos Council Committee Agenda Staff Contact s C06 Council Committee Minutes Staff Contact 6** C07 Elections -Management Clerk's E+4 Elections-Personnel Clerk's E+120 days Elections-Ward Boundaries Clerk's p Remarks P = Permanent ** = Archival Selection S = Superseded S = Superseded P = Permanent ** = Archival Selection S = Superseded ** = Archival Selection E= Day action took effect or voting day Ballots E=120 days after voting or resolution of recount E= Election Day P = Permanent Elections -Candidates Clerk's E + 4 E= Election Day Elections -Returns Clerk's E+120 days E= Election Day Elections -Recounts Clerk's E+4 E= Election Day Elections -Results Clerk's p P = Permanent Goals & Objectives Originating Dept. S** S = Superseded ** = Archival Selection cos C09 Motions & Resolutions Clerk's p•• P = Permanent ** = Archival Selection C10 Motions & Resolutions -Other Clerk's s S = Superseded Municipalities C11 Reports to Council Clerk's p•• P = Permanent ** = Archival Selection Appointments to Boards & Clerk's P** P = Permanent Committees ** = Archival Selection C12 By-Law 3558-Schedule "A" Revised: July 2015 Classification Code DOO D01 D02 D03 D04 DOS D06 D07 DOS D09 D10 D11 D12 D13 D14 D15 D16 D17 D18 SCHEDULE "A"-By-Law 3933 Records Retention By-Law Primary Heading : DEVELOPMENT & PLANNING Heading and Description Responsible 2015 Retention Department Update Development & Planning -Originating Dept. 1 General Demographic Studies DCS 10** Economic Development Economic 10** Development Environmental Planning Operations E + 5** Residential Development DCS 10** Natural Resources Operations 5** Tourism Development Economic 10** Development Condominium Plans Clerk's p Official Plans DCS P** Official Plan Amendment Clerk's E+5 Applications Severances Clerk's E+5 Site Plan Control Clerk's p Subdivision Plans Clerk's p Variances Clerk's p Zoning Clerk's E+2 Easements Operations E+6** Encroachments Operations E + 6** Annexation I Amalgamation DCS p•• Community Improvement DCS I Economic . E + 6** Projects Development By-Law 3558-Schedule "A" Remarks -= Archival Selection -= Archival Selection E= Later of: Date of offence or: day evidence of offence first came to attention of person appointed under s. 5. -= Archival Selection -= Archival Selection -= Archival Selection P = Permanent P = Permanent -=Archival Selection E= Final Decision E= Final Decision P = Permanent P = Permanent E= Final Decision E= Final Decision E= Termination of Right -= Archival Selection E= Termination of Right -= Archival Selection P = Permanent -= Archival Selection E= Completion of Project -= Archival Selection Revised: July 2015 Classification Code D19 D20 D21 D22 D23 D24 D25 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : DEVELOPMENT & PLANNING Heading and Description Responsible 2015 Retention Department Update Municipal Addressing Clerk's s + 10** Reference Plans Clerk's p Industrial/ Commercial Planning DCS I 10** Development Economic Development Digital Mapping County s Agriculture Development DCS 10** Background Reports for E+5 Official Plan Part Lot Control s By-Law 3558-Schedule "A" Remarks S = Superseded -= Archival Selection P = Permanent -= Archival Selection S = Superseded -= Archival Selection E= Final Decision S = Superseded Revised: July 2015 Classification Code EOO E01 E02 E03 E04 EOS E06 E07 EOB E09 E10 E11 E12 E13 E14 E15 E16 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : ENVIRONMENTAL SERVICES Heading and Description Responsible 2015 Retention Department Update Environmental Services -Originating Dept. 1 General Sanitary Sewers Operations c + 1 Storm Sewers Operations c + 1** Treatment Plants County 5 Trees Parks & Rec 5 Air Quality Monitoring Originating Dept. E+5** Utilities Operations 5** Waste Management County 10 or cease to apply+ 10** WaterWorks Operations 15 Drains Operations E+ 1** Pits & Quarries Operations 5** Nutrient Management Operations 5** Private Sewage Disposal Operations 5** System Water Monitoring Operations 15 Water Sampling County 15 Chemical Sampling of Water Operations 15 Backflow Prevention and Operations 15 Cross Connection Control By-Law 3558-Schedule "A" Remarks C= Current Year C=Current Year -=Archival Selection E= Later of: date of offence or day evidence of offence first came to the attention of person appointed under s.5 -= Archival Selection -= Archival Selection -= Archival Selection (Hazardous waste sites records -depot ceases to operate E+2) Specifications = Permanent E= Submission of the written report required by clause (c) of for such longer period as the Direction notifies the licensee in writing. -= Archival Selection Specifications = Permanent -= Archival Selection -= Archival Selection Specifications = Permanent Revised: July 2015 Classification Code E18 E19 E20 E21 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading: ENVIRONMENTAL SERVICES Heading and Description Responsible 2015 Retention Department Update Natural Heritage E+3 Renewable Energy 50 Source Water Protection 15 Storm Water Management -Operations p Ponds By-Law 3558 -Schedule "A" Remarks E= End of designated year Revised: July 2015 Classification Code FOO F01 F02 F03 F04 FOS F06 F07 FOB F09 F10 F11 F12 F13 F14 F15 F16 F17 F18 F19 F20 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : FINANCE & ACCOUNTING Heading and Description Responsible 2015 Retention Department Update Finance & Accounting -Originating Dept. 1 General Accounts Payable Finance E+7 Accounts Receivable Finance E+7 Audits Finance 6 Banking Finance 6 Budgets & Estimates Finance 6** Assets Finance E + 6** Cheques Finance 6 Debentures & Bonds Finance E+6 Employee & Council Finance E+7 Expenses Financial Statements Finance P** Grants & Loans Finance E+_6 Investments Finance E+6 Journal Vouchers Finance E+6 Subsidiary Ledgers, Finance E+7** Registers & Journals General Ledgers & Journals Finance p Payroll Finance I HR E+6 Purchase Orders & Finance E+6 Requisitions Quotations & Tenders Finance 6** Receipts Finance 6 Reserve Funds Finance 6 By-Law 3558 -Schedule "A" Remarks E= Event E= Event -= Archival Selection E= Disposal of Asset -= Archival Selection E= Debentures surrendered for exchange I cancellation E= Event P = Permanent -= Archival Selection E= End of the fiscal year E= Closure of account E= End ofthe fiscal year E= Event -= Archival Selection P= Permanent E= End of fiscal year E= Event -= Archival Selection Revised: July 2015 Classification Code F21 F22 F23 F24 F25 F26 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : FINANCE & ACCOUNTING Heading and Description Responsible 2015 Retention Department Update Revenues Finance 6 Taxes & Records Finance p Write Offs Finance 6 Trust Funds Finance E+7 Security Deposits Finance E+6 Working Papers Finance E + 1 By-Law 3558-Schedule "A" Remarks Mortgage related = 1 0 years Court seNioes write offs = 37years E= Closure of account E= Closure of account E= After completion of audit Revised: July 2015 Classification Code HOO H01 H02 H03 H04 H05 H06 H07 HOB H09 H10 H11 H12 H13 H14 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : HUMAN RESOURCES Heading and Description Responsible 2015 Retention Department Update Human Resources -General Originating 1 Dept. Attendance & Scheduling HR 3** Benefits HR s Employee Records HR E + 3** ···-·---·-·------.--·-·-··-----·--·--·-·-··-·-·-·--·-·---·--·--·-·-----... ··--·-·-····-··-·--·-·-· -·-···--·--·--·--·--···--······-··-·-·-··-·-·-·-···-·-·-·-----· ........ --·-·-·-·-······-·-·-··--·--·------· Firefighter Employment Terms HR E+25 Health & Safety HR 3 Human Resources Planning HR 1** Job Descriptions HR s·· Labour Relations HR E + 10** Organization Originating S** Dept. Salary Planning HR 5 -·-·-····-·-·-·-----·--·········--···-···-·····-···-······-··········--·····-·--·-···-···-·-·--'"'"""""""""""" """""""""""""""""""""" """""""""""""""""""""""""""""""""""""" """"""""" """"""""""""·····-···-·-·-·-···-···-··· Pay Equity HR p Pension Records HR E+6 Recruitment HR 1** Training & Development HR E + 2** Claims HR E+3 Grievances HR E+7 By-Law 3558-Schedule "A" Remarks ~ = Archival Selection S = Superseded E= Date employee ceased to be employed by employer ~ = Archival Selection Drinking water system, training records = E+5 years. Long term home care staff: E+7 -····------·-·-·-·-··-····-·-·····-·-··""'----·-----·--·-·············--·-··-· ~ = Archival Selection S = Superseded E= Expiry of contract period ~=Archival Selection S = Superseded ~=Archival Selection ·-·--·········-···-·-··-··-·······-·-·--·-·····-··· ................ """""""·····-······-·-···-·-······ P= Permanent E= Termination of employee I beneficiary ~ = Archival Selection E= Date when that particular course ceases to be offered ~ = Archival Selection E= Resolution of Claim E= Resolution of Claim Revised: July 2015 Classification Code H15 H16 H17 H18 H19 H20 H21 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : HUMAN RESOURCES Heading and Description Responsible 2015 Retention Department Update Harassment & Violence HR E+3 Criminal Background Checks HR E+7 Employee Medical Records -HR E+40 Hazardous Materials Or20 years after last record exposure Employee Medical Records HR E+3 Disability Management HR E+5 Confined Spaces HR E+1 And 2 most recent records retained Service Recognition HR By-Law 3558-Schedule "A" Remarks E= Resolution of complaint E= Date employee ceased to be employed by employer E =Event E= When SID I LTD claims are resolved E= Day issued or ea~ier as may be specified by Commission E= Event date Longer of: 1 year after the document was created or: the periods necessary to ensure 2 most recent records retained Revised: July 2015 Classification Code LOO L01 L02 L03 L04 LOS LOS L07 LOB L09 L10 L11 L12 L13 L14 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : LEGAL AFFAIRS Heading and Description Responsible 2015 Retention Department Update Legal Affairs Originating 1 Dept. Appeals & Hearings Originating p Dept. Claims Against the Finance E+1 Municipality Claims By the Municipality Finance E +1 Contracts & Agreements Clerk's E+15** Under By-Law Insurance Appraisals Finance E+ 15 Insurance Policies Finance E + 15 Land Acquisition & Sale Finance & DCS E + 10** Opinions & Briefs Origination s·· Dept. Precedents Originating S** Dept. Federal Legislation Originating s Dept. Provincial Legislation Originating s Dept. Vital Statistics Customer p Service/ Clerks Prosecutions By-Law E +7 Contracts & Agreements -Originating E+2** Simple Dept. Long term care service provider,; = expiry+? By-Law 3558-Schedule "A" Remarks E= Resolution of appeal E= Resolution of claim and all appeals E= Resolution of claim and all appeals E= act or omission on which claim is based took place -= Archival Seleclion E= After a new appraisal has been done E= Expiry of Policy E=Property dispos~ion -= Archival Selection S= Super,;eded -= Archival Selection S= Super,;eded -= Archival Selection S= Super,;eded -= Archival Selection P= Permanent E= Delivery of judgement E= Expiry of contract -= Archival Selection Revised: July 2015 Classification Code MOO M01 M02 M03 M04 MOS M06 M07 MOB M09 M10 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading: MEDIA & PUBLIC RELATIONS Heading and Description Responsible 2015 Retention Department Update Media & Public Relations -Originating 1 General Dept. Advertising DCS I Economic 1** Development Ceremonies & Events Originating 5** Dept. Charitable Campaigns I Fund Originating 1 Raising Dept. Complaints, Commendations Originating 1** & Inquiries Dept. News Clippings Originating 1** Dept. News Releases Originating 1** Dept. Publications Originating s·· Dept. Speeches & Presentations Originating 3** Dept. Visual Identity and Insignia Clerk's s + 5** Website & Social Media DCSIWeb s Content team By-Law 3558-Schedule "A" Remarks -= Archival Selection -= Archival Selection -= Archival Selection -= Archival Selection -= Archival Selection -= Archival Selection -= Archival Selection S= Superseded -= Archival Selection S= Superseded Revised: July 2015 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : PROTECTION & ENFORCEMENT SERVICES Classification Heading and Description Responsible 2015 Code Retention Remarks Department Update POO Protection & Enforcement Originating 1 Services -General Dept. P01 By-Law Enforcement By-Law 6** -= Archival Selection P02 Daily Occurrence Logs Originating 5** -= Archival Selection Dept. P03 Emergency Planning Originating S** S= Superseded Dept. -= Archival Selection P04 Hazardous Materials Originating 8+3 S= Superseded Dept. POS Incident I Accident Reports Originating E + 1 E= One year or such longer Dept. period as is necessary to and 2 most ensure that the two most recent records recent reports or records retained are on file. P06 Building & Structural Building I Fire s S= Superseded Inspections E+2 for E + 2 for inspections, maintenance & testing inspections, related to the Fire Code maintenance, testing related to the fire code. P07 Fire Safety Inspections Fire s S= Superseded POB Investigations Originating 10** -= Archival Selection Dept. P09 Licenses Customer Services E+2 E= Expiry of Licence P10 Building Permits Building p P= Pennanent P11 Permits, Other Originating E+2 E= Expiry of Pennit Dept. P12 Warrants By-Law E+2 E= Execution of warrant Court services search warrants = 40 years P13 Criminal Records By-Law E+5 E= Occurrence I investigation closed or disposition of charge By-Law 3558-Schedule "A" Revised: July 2015 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : PROTECTION & ENFORCEMENT SERVICES Classification Heading and Description Responsible 2015 Code Retention Remarks Department Update P14 Animal Control By-Law E+2 E= Date animal was last in the pound P15 Community Protection Fire I By-Law s + 2** S= Superseded Programs ~ = Archival Selection P16 Emergency Services Fire S+2 S= Superseded P17 Parking Tickets By-Law 2 P18 By-Law Enforcement Tickets By-Law S+5 P19 EMS Statistics 8+2 P20 Prohibition Notices & Orders 15 By-Law 3558-Schedule "A" Revised: July 2015 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading: RECREATION, HERITAGE & CULTURE Classification Heading and Description Responsible 2015 Code Retention Remarks Department Update ROO Recreation & Culture -Originating 1 General Dept. R01 Heritage Preservation Clerk's I E** E= Removal of Designation Planning -= Archival Selection R02 Library Services County 5 R03 Museum and Archival 1** -= Archival Selection Services R04 Parks Management Parks & Reel 5** -= Archival Selection Facilities Playground equipment maintenance = P R05 Recreational Facilities Parks & Reel 5** -= Archival Selection Facilities As builts = until suspended R06 Recreational Programs Parks & Rec 1** -= Archival Selection R07 Archology Planning p ROB Built Heritage DCS p By-Law 3558-Schedule "A" Revised: July 2015 Classification Code soo S04 SOB S09 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : SOCIAL & HEALTH CARE SERVICES Heading and Description Responsible 2015 Retention Department Update Social & Healthcare Services Originating 1 -General Dept. Social Assistance Programs Originating 10 Dept. Public Health Originating 5 Dept. Cemetery Records Cemetery P** Burial pennits = 2 By-Law 3558-Schedule "A" Remarks P= Pennanent Transfer to archives if no longer managed Revised: July 2015 Classification Code TOO T01 T02 T03 T04 TOS T06 T07 TOB T09 T10 T11 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading: TRANSPORTATION Heading and Description Responsible 2015 Retention Department Update Transportation General Originating 1 Dept. Illumination Works E+6 Parking Operations E+6 Public Transit NIA E+ 1** Road & Sidewalk Works E+ 1** Construction Specifications =P Road & Sidewalk Design and Works E+ 1** Planning Specifications = P Road & Sidewalk Operations I E + 1 Maintenance Works Signs & Signals Works E+1 Traffic Works E+ 1** Roads & Lane Closures Works E+ 1** Field Survey I Road Survey Operations E+1 Books Bridges Works E+1 """'"""""""""-""""""""'"'""'"'"'"'"''''"'"'''"'"'''"'''"'" ····-·-·····-···--------------------... -------------------------------------------------------·-····-----·-···--··-···-··--·---.. ----···-·--···--···-·--···-- Specifications & Structural p Assessment Reports By-Law 3558-Schedule "A" Remarks E= Removal of the equipment Specifications = P E= Closure of lot or spot E= Closure or route I shelter I stop -= Archival Selection E= Project finished -= Archival Selection Specifications are kept permanently E= Project finished -= Archival Selection Specifications are kept permanenlly E= Project finished Specifications are kept permanenlly Specifications = P E= Removal of Sign I Signal E= Project finished -= Archival Selection E= Project finished -= Archival Selection E= Project finished E= Project finished ·-·-----.. ----·-···--·-·-·-·-·-·--·-··-···-···-··-··""'""" ·-·-·-····-···-·-···-·-·-· Revised: July 2015 Classification Code voo V01 V02 V03 V04 SCHEDULE "A" -By-Law 3933 Records Retention By-Law Primary Heading : VEHICLES & EQUIPMENT Heading and Description Responsible 2015 Retention Department Update Vehicles & Equipment-Originating 1 General Dept. Fleet Management Originating E + 1 Dept. Daily Inspection Logs= 6 months from last entry Mobile Equipment Originating E+6 Dept. Transportable Equipment Originating E+6 Dept. Protective Equipment Originating E+6 Dept. By-Law 3558-Schedule "A" Remarks E= Termination of lease Daily Inspection Logs may be destroyed 6 months after last entry E= As long as device is in service E= Disposal of equipment E E= Disposal of equipment Revised: July 2015