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3933 Schedule A - 2016 UpdateBy-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 ADMINISTRATION Includes records regarding the routine administration and office services functions. A00 (Change of Scope) General Correspondence Originating Dept. 1 Change of scope. To include all General Correspondence regardless of subject matter. All previous General Classifications codes now under this classification. A01 Associations & Organizations Originating Dept. 1 A02 Staff Committees & Meetings Originating Dept. 4** ** = Archival Selection A03 Computer Systems & Architecture Information (Information Technology) Treasury S + 6 S = Superseded A04 Conferences & Seminars Originating Dept. 1** ** = Archival Selection Archival Review if sponsored by the Municipality A05 Consultants Originating Dept. 2** ** = Archival Selection 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. P** P = Permanent ** = Archival Selection A10 Records Management Clerk’s S S = Superseded A11 Records Disposition Clerk’s P P = Permanent A12 Telecommunications Systems Originating Dept. S S = Superseded A13 Travel & Accommodation Originating Dept. 1 A14 Uniforms & Clothing Originating Dept. S** S = Superseded ** = Archival Selection A15 Vendor & Suppliers Originating Dept. 2 By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 A16 Intergovernmental Relations Originating Dept. 5** ** = Archival Selection 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 ** = Archival Selection 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 Clerk’s 5 No legislated retention requirements. A23 Information Systems Production Activity & Control Treasury 2 A24 Access Control & Passwords Treasury 2 A25 Performance Management / Quality Assurance CAO S** * = Archival Selection A26 (New) Forms Management Originating Dept. S + 2 S = Superseded A27 (New) Geographical Information Systems (GIS) Originating Dept. S + 6 S = Superseded COUNCIL & BY-LAWS Includes records regarding the establishment By-laws and he operations of Council and Boards for which Council is responsible. C01 By-Laws Clerk’s P** P = Permanent ** = Archival Selection Convenience Copies Originating Dept. S S = Superseded By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 C02 By-Laws - Other Municipalities Clerk’s S S = Superseded C03 Council Agenda Clerk’s S + 5 S = Superseded C04 Council Minutes Clerk’s P** P = Permanent ** = Archival Selection Copies Originating Dept. 2 Working Notes Clerk’s 6 Council Highlights Clerk’s 4 C05 Council Committee Agenda Clerk’s S S = Superseded C06 Council Committee Minutes Clerk’s P** P = Permanent ** = Archival Selection C07 Elections (Municipal) Clerk’s E + 4 E= Day action took effect or voting day Election – Ballots Clerk’s E+120 days after voting or resolution of recount E = Election Day or resolutions of recount Elections – Personnel Clerk’s E + 4 E = Election Day Elections – Ward Boundaries Clerk’s P P = Permanent Elections – Candidates Clerk’s E + 4 E = Election Day Elections – Returns Clerk’s E+120 days after voting or resolution of recount E = Election Day Elections – Recounts Clerk’s E + 4 E = Election Day Elections – Results Clerk’s P P = Permanent Voters Lists Clerk’s E+180 days after voting or resolution of recount E = Election Day C08 Goals & Objectives (Corporate Originating Dept. S** S = Superseded By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 Planning) ** = Archival Selection C09 Motions & Resolutions Clerk’s P** P = Permanent ** = Archival Selection C10 Motions & Resolutions – Other Municipalities Clerk’s S S = Superseded C11 Reports to Council Clerk’s P** P = Permanent ** = Archival Selection C12 Appointments to Boards & Committees Clerk’s P** P = Permanent ** = Archival Selection C13 (New) Boards & Commissions Clerk’s 4** ** = Archival Selection C14 (New) Accountability, Transparency & Governance Clerk’s 2 DEVELOPMENT & PLANNING Includes records regarding municipal development and planning. Includes general studies as well as official plans, zoning etc. D01 Demographic Studies Planning 10** ** = Archival Selection D02 Economic Development Planning 10** ** = Archival Selection D03 Environmental Planning Planning E + 5** E= Later of: Date of offence or day evidence of offence first came to attention of person appointed under s. 5. ** = Archival Selection D04 Residential Development & Planning Planning 10** ** = Archival Selection D05 Natural Resources Planning 5** ** = Archival Selection D06 Tourism Development Planning 10** ** = Archival Selection D07 Condominium Plans Clerk’s P P = Permanent Applications = 2 years after final decision. By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 D08 Official Plans Planning P** P = Permanent ** = Archival Selection Copies S S = Superseded D09 Official Plan Amendment Applications Planning E + 5 E = Final Decision D10 Severances Planning E + 6 E = Land titles registration D11 Site Plan Control Planning P P = Permanent Applications Planning E +2 E = Final decision D12 Subdivision Plans Planning P P = Permanent Applications Planning E +2 E = Final decision Pre-Consultations Planning 4 D13 Variances Planning P E = Final Decision D14 Zoning Planning E + 2 E = Final Decision D15 Easements Planning E + 6** E = Termination of Right ** = Archival Selection D16 Encroachments Planning E + 6** E= Termination of Right ** = Archival Selection D17 Annexation / Amalgamation (Municipal Restructuring) Clerk’s P** P = Permanent ** = Archival Selection D18 Community Improvement Projects & Studies Planning E + 6** E = Completion of Project ** = Archival Selection D19 Municipal Addressing Planning S + 10** S = Superseded ** = Archival Selection D20 Reference Plans Planning P P = Permanent D21 Industrial / Commercial Development Planning 10** ** = Archival Selection By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 D22 Digital Mapping Planning S S = Superseded D23 Agriculture Development Planning 10** ** = Archival Selection D24 Background Reports for Official Plan Planning E + 5 E = Final Decision D25 Part Lot Control Planning S S = Superseded D26 (moved from P10) Building Permits Building P P = Permanent D27 (moved from P06) Building & Structure Inspections Building S S = Superseded D28 (moved from P11) Permits, Other Originating Dept. E + 2 E = Expiry of Permit D30 (New) Urban Design Originating Dept. 20 D31 (New) Deeming Process Planning E +2 E = Final Decision D32(New) Development Charges Study Planning 10** ** = Archival Selection ENVIRONMENTAL SERVICES Includes Records regarding provision of public works and other environmental services. Includes water works, sewer, treatment plants, waste management and environmental monitoring. E01 (change of scope) Sanitary Systems Combined E01 & E02 Works C + 1 C = Current Year Specifications are kept permanently E03 Treatment Plants (Wastewater Treatment & Collection Systems) Works 5 Specifications are kept permanently Plans = cease to apply + 2 yrs E04 Trees Works 5 E05 Environmental Monitoring Engineering E + 5** E = Later of: date of offence or day evidence of offence first came to the attention of person appointed under s.5 ** = Archival Selection By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 E06 Utilities Works 5** ** = Archival Selection E07 Waste Management Works 10 or cease to apply + 10** ** = Archival Selection (Hazardous waste sites records = depot ceases to operate E+2) E08 Water Works (Drinking Water Treatment & Distribution) Works 15 Specifications = Permanent E09 Drains Works E + 1** ** = Archival Selection Specifications = Permanent E10 Pits & Quarries Works 5** ** = Archival Selection Specifications are kept for the life of the pit or quarry E11 Nutrient Management Works 5** or expiry of plan + 2 years ** = Archival Selection E12 Private Sewage Disposal System Works 5** ** = Archival Selection Specifications = Permanent E13 Water Monitoring Engineering 15 E14 Water Sampling Engineering 15 E15 Chemical Sampling of Water Engineering 15 E16 Backflow Prevention and Cross Connection Control Engineering 15 E17 Energy Management E + 7 E = End of reporting period to which relates E18 Natural Heritage E + 3 E = End of designated year E19 Renewable Energy 50 E20 Source Water Protection 15 E21 (New) Ministry of the Environment (MOE) Environmental E + 2 E= Cease to apply By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 Compliance Approvals E22 (New) Storm Water Management – Ponds P E23 (New) Environmentally Sensitive Areas 7 E24 (New) Waterways Management 2** ** = Archival Selection FINANCE & ACCOUNTING Includes records regarding the management of funds. F01 Accounts Payable Treasury E + 7 E = End of the fiscal year F02 Accounts Receivable Treasury E + 7 E = End of the fiscal year F03 Audits Treasury 6 F04 Banking Treasury 6 F05 Budgets & Estimates Treasury 6** ** = Archival Selection Final Approved Budget Treasury P P = Permanent F06 Assets Treasury E + 6** E = Disposal of Asset ** = Archival Selection F07 Cheques Treasury 6 F08 Debentures & Bonds Treasury E + 6 E= Debentures surrendered for exchange / cancellation F09 Employee & Council Expenses Treasury E + 7 E= End of the fiscal year F10 Financial Statements Treasury P** P = Permanent ** = Archival Selection F11 Grants & Loans Treasury E + 6 E = End of the fiscal year F12 Investments Treasury E + 6 E = Closure of account F13 Journal Vouchers Treasury E + 6 E = End of the fiscal year By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 F14 Subsidiary Ledgers, Registers & Journals Treasury E + 7** E = End of the fiscal year ** = Archival Selection F15 General Ledgers & Journals Treasury P P = Permanent F16 Payroll Treasury E + 6 E = End of fiscal year F17 Purchase Orders & Requisitions Treasury E + 6 E = End of the fiscal year F18 Quotations & Tenders Treasury 6** ** = Archival Selection Unsuccessful bids – retain for 1 year from contract award F19 Receipts Treasury 6 F20 Reserve Funds Treasury 6 F21 Revenues Treasury 6 Mortgage related = 10 years F22 Tax Rolls & Records Clerk’s P F23 Write Offs Treasury 6 Court services write offs = 37 years F24 Trust Funds Originating Dept. E + 7 E = Closure of account F25 Security Deposits Treasury E + 6 E = Closure of account F26 Working Papers Treasury E + 1 E = After completion of audit F27 (New) Federal & Provincial Taxes Treasury 7 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** ** = Archival Selection H02 Benefits HR S S = Superseded H03 Employee Records HR E + 50** E = Date employee ceased to be employed by employer ** = Archival Selection By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 Firefighter Employment Terms HR E + 75 Drinking water system Trainee HR E + 5 Drinking water training records HR 5 H04 Health & Safety HR 3 Accident reports for construction projects retained 1 year after completion of project. H05 Human Resources Planning HR 1** ** = Archival Selection H06 Job Descriptions HR S** S = Superseded H07 Labour Relations HR E + 10** E = Expiry of contract period ** = Archival Selection H08 Organization Originating Dept. S** S = Superseded ** = Archival Selection H09 Salary Planning HR 5 Pay Equity HR P P = Permanent H10 Pension Records HR E + 50 E= Termination of employee / beneficiary H11 Recruitment HR 1** ** = Archival Selection H12 Training & Development HR E + 2** E = Date when that particular course ceases to be offered ** = Archival Selection H13 Claims HR E + 50 E = Resolution of Claim Hazardous exposure claims = longer of 40 years or 20 years after last record made Records related to exposure to airborne acrylonitrile, benzene, lead, mercury, silica, vinyl chloride, arsenic, ethylene oxide or asbestos must be kept longer. H14 Grievances HR E + 7 E = Resolution of Claim By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 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 + 50 E = Date of exposure or claim. H18 Employee Medical Records HR E + 3 E = When STD / LTD claims are resolved Employees Files E + 50 E = Date employee ceased to be employed by employer Firefighter Employment Terms E + 75 E = Date employee ceased to be employed by employer H19 Disability Management HR E + 5 E = Day issued or earlier as may be specified by Commission H20 Confined Spaces HR E + 1 And 2 most recent records retained E = Event date Longer of 1 year after the document was created or the periods necessary to ensure 2 most recent records retained H21 Service Recognition HR 3 LEGAL AFFAIRS Includes records regarding Legal matters as well as contracts and agreements, insurance and real estate matters. L01 Appeals & Hearings Clerk’s P E = Resolution of appeal L02 Claims Against the Municipality Clerk’s E + 1 E = Resolution of claim and all appeals Injury Reports Clerk’s 7 Juvenile Claims Against the Municipality Clerk’s E + 20 E = Resolution of claim and all appeals L03 Claims By the Municipality Clerk’s E +1** E = Resolution of claim and all appeals ** = Archival Selection By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 L04 Contracts & Agreements Under By-Law Clerk’s E+15** E = act or omission on which claim is based took place ** = Archival Selection 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 ** = Archival Selection L08 Opinions & Briefs Clerk’s S** S = Superseded ** = Archival Selection L09 Precedents Clerk’s S** S = Superseded ** = Archival Selection L10 Federal Legislation Originating Dept. S S = Superseded L11 Provincial Legislation Originating Dept. S ** = Archival Selection L12 Vital Statistics Clerk’s P P = Permanent Marriage Licence Applications Clerk’s 2 L13 Prosecutions Originating Dept. E + 7 E = Delivery of judgement L14 Contracts & Agreements – Simple Clerk’s E + 2** E = Expiry of contract ** = Archival Selection L15 (New) Legal Compliance Clerk’s E + 7 E = Termination of agreement L16 (New) Construction Liens 7 L17 (New) Litigation Clerk’s E + 7 E = Resolution of claim L18 (New) Corporate Interest P P = Permanent MEDIA & PUBLIC RELATIONS Includes records regarding the municipality’s relationship with the media and the general public. M01 Advertising Originating Dept. 1** ** = Archival Selection By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 M02 Ceremonies & Events Originating Dept. 5** ** = Archival Selection M03 Charitable Campaigns / Fund Raising Originating Dept. 1 M04 (change of scope) Complaints Originating Dept. 1** ** = Archival Selection M05 News Clippings Originating Dept. 1** ** = Archival Selection M06 News Releases Originating Dept. 1** ** = Archival Selection M07 Publications Originating Dept. S** ** = Archival Selection M08 Speeches & Presentations Originating Dept. 3** ** = Archival Selection M09 Visual Identity and Insignia Clerk’s S + 5** S = Superseded ** = Archival Selection M10 Website & Social Media Content Originating Dept. S S = Superseded M11 (New) Awards – External Recognition 2 M12 (New) Media Releases 3 M13 (New) Promotional Materials S S = Superseded M14 (New) Protocol & Etiquette 5** ** = Archival Selection M15 (New) Strategic Alliances P P = Permanent M16 (New) Communication Plans 5 M17 (New) Tourist Services 4 M18 (New) Promotions / Educational Programs 4 M19 (New) Donations / Pledges / Bequests E + 7 PROTECTION & ENFORCEMENT SERVICES By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 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** ** = Archival Selection P03 Emergency Planning Originating Dept. S** S = Superseded ** = Archival Selection P04 Hazardous Materials Originating Dept. S + 3 S = Superseded P05 Incident / Accident Reports Originating Dept. E + 1 and 2 most recent records retained E = One year or such longer period as is necessary to ensure that the two most recent reports or records are on file. P07 Fire Safety Inspections Fire E + 2 S = Superseded P08 Investigations Originating Dept. 10** ** = Archival Selection P09 Licenses Clerk’s E + 2 E = Expiry of Licence P12 Warrants E + 2 E = Execution of warrant ** Search warrants are subject to archival selection Court services search warrants = 40 years P13 Criminal Records 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** S = Superseded ** = Archival Selection P16 Emergency Services Originating Dept. S + 2 S = Superseded P17 Parking Tickets By-Law T + 2 T = Final Decision P18 By-Law Enforcement Tickets By-Law T + 5 T = Final Decision P19 EMS Statistics S + 2 S = Superseded By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 P20 Prohibition Notices & Orders 15 RECREATION, HERITAGE & CULTURE Includes records regarding the provision of recreational and cultural services to the community. R01 Heritage Preservation Clerk’s E** E= Removal of Designation ** = Archival Selection R02 Library Services Clerk’s 5 R03 Museum & Archival Services Clerk’s 1** ** = Archival Selection R04 Parks Management Parks & Recreation 5** ** = Archival Selection Playground equipment maintenance = P R05 Recreational Facilities Parks & Recreation 5** As builts = until suspended ** = Archival Selection R06 Recreational Programs Parks & Recreation 1** ** = Archival Selection R07 (change of scope) Art & Artifacts Parks & Recreation E E = Deaccession R08 Built Heritage P P = Permanent R09 (New) Facility Reports Parks & Recreation 7 R10 (New) Cultural Development 3 R12 (New) Special Events Parks & Recreation E + 2** E = Expiry of Permit or Term or the Event ** = Archival Selection SOCIAL & HEALTH CARE SERVICES Includes record regarding social services and health care programs. S04 Social Assistance Programs Originating Dept. 10 By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 S08 Public Health Originating Dept. 5 S09 Cemetery Records Clerk’s P** Burial permits = 2 P= Permanent Transfer to archives if no longer managed S10 (New) Affordable Housing 7 S11 (New) Community Programs 3 S12 (New) Educational Services 4 S13 (New) Homelessness 4 S14 (New) Multicultural Relations 3 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 spot T03 Public Transit Works E + 1** E= Closure or route / shelter / stop ** = Archival Selection T04 Construction Works E + 1** E= Completion of Project ** = Archival Selection Specifications are kept permanently T05 Design & Planning Works E + 1** E= Completion of Project ** = Archival Selection Specifications are kept permanently T06 Maintenance Works E + 1 E= Completion of Project Specifications are kept permanently Specifications = P By-Law 3933 - SCHEDULE “A” (REVISED) Records Retention By-Law Classification Code Heading and Description Responsible Department 2016 Retention Remarks C = Current Year E = Event Trigger P = Permanent S = Superseded ** = Subject to Archival Selection OA = Open Access RA = Review Access XA = Restricted Access Note: All numbers in retention columns refer to years unless otherwise specified. . By-Law 3933 – Schedule “A” Revised: August 2016 T07 Signs & Signals Works E + 1 E= Removal of Sign / Signal T08 Traffic Works E + 1** E= Completion of Project ** = Archival Selection T09 Roads & Lane Closures Works E + 1** E= Completion of Project ** = Archival Selection T10 Field Survey / Road Survey Books Works E + 1 E= Completion of Project T11 Bridges Works E + 25** E= Completion of Project ** = Archival Selection Specifications & Structural Reports P T12 (NEW) Airport Transportation Services E + 1** E= Completion of Project ** = Archival Selection VEHICLES & EQUIPMENT Includes record regarding municipal vehicles and equipment. Includes records on flee management, mobile equipment, and protective equipment and related maintenance activities. V01 Fleet Management Originating Dept. E + 2 E= Termination of lease Daily Inspection Logs may be destroyed 6 months after last entry V02 Mobile Equipment Originating Dept. E + 1 E= As long as device is in service V03 Transportable Equipment Originating Dept. E + 1 E= Disposal of equipment V04 Protective Equipment Originating Dept. E + 1 E= Disposal of equipment V05 (New) Ancillary Equipment Originating Dept. E + 1 E= Disposal of equipment Minimum 5 years for small water system equipment Set-up Tests until superseded