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TOWN OF DRUMHELLER
BYLAW NUMBER 25.25
DEPARTMENT: LEGISLATIVE SERVICES
RECORD RETENTION AND DISPOSITION BYLAW
A BYLAW TO PROVIDE FOR THE ESTABLISHMENT OF PROCEDURES AND REGULATIONS
FOR RETENTION AND DISPOSITION OF RECORDS WITHIN THE TOWN OF DRUMHELLER
WHEREAS pursuant to section 214(2) of the Municipal Government Act, R.S.A. 2000, c.M-26, and
amendments thereto, a Council may by bylaw provide for the destruction of municipal records and
documents;
WHEREAS section 214(3) of the Municipal Government Act, R.S.A. 2000, c.M-26, and
amendments thereto, and section 6 of the Protection of Privacy Act SA 2024, c. P-4.5, and
amendments thereto, requires a municipality to retain personal information for at least one (1) year
after using it if the personal information was used by the municipality to make a decision that
directly affects the individual so that the individual has a reasonable opportunity to obtain access to
it;
WHEREAS section 10 of the Protection of Privacy Act SA 2024, c. P-4.5, and amendments
thereto, requires that public bodies protect personal information by making reasonable security
arrangements against such risks as unauthorized access, collection, use, disclosure, or
destruction;
WHEREAS section 3(e) of the Access to Information Act SA 2024, c. A-4.5, and amendments
thereto, does not prohibit the transfer, storage, or destruction of a record in accordance with a
bylaw of a local public body;
WHEREAS pursuant to section 20(1) of the Electronic Transactions Act, RSA 2000, Chapter E-
5.5, and amendments thereto, if a public body has the power to create, collect, receive, use, store,
transfer, disclose, distribute, publish, or otherwise deal with information and records, it has the
power to do so electronically;
WHEREAS pursuant to section 95 of the Access to Information Act SA 2024, c. A-4.5, it is an
offence to destroy any record subject to the Act, or direct another person to do so, with the intent to
evade a request for access to the records;
AND WHEREAS the Council of the Town of Drumheller wishes to establish a schedule of retention
and disposal of records in the custody or control of the municipality in order to support consistency,
continuity, productivity, and transparency in municipal administration and operation;
NOW THEREFORE, the Council of the Town of Drumheller in the Province of Alberta, enacts as
follows:
1. CITATION
1.1
This Bylaw shall be cited as the "Record Retention and Disposition Bylaw."
2. DEFINITIONS
2.1
For the purposes of this Bylaw, the following definitions shall apply:
Town of Drumheller
Bylaw 25.25
Page 2 of 5
a)
"Access to Information Act" means the Access to Information Act SA 2024, c. A-4.5,
as amended from time to time, and its successor legislation;
b)
"Archive" means the placement and retention of records in a secure location either
permanently or until scheduled for disposition;
c)
"Chief Administrative Officer" or "CAO" means the person appointed as Chief
Administrative Officer for the Town of Drumheller, or their designate;
d)
"Disposition" means:
i)
the destruction of records beyond the possibility of reconstruction or viewing; or
ii)
the transfer of records of historical or research value to an appropriate institution
for permanent retention;
e)
"Council" means the duly elected Mayor and Councillors of the Town of Drumheller;
f)
"Local Authorities Election Act" means the Local Authorities Election Act R.S.A 2000,
c.L-21, as amended from time to time, and its successor legislation;
g)
"Municipal Government Act" means the Municipal Government Act, R.S.A. 2000,
c.M-26, as amended from time to time, and its successor legislation;
h)
"Permanent Retention" means a record shall be preserved indefinitely by the
municipality;
i)
"Personal Information" means recordable information about an identifiable individual,
as defined by the Protection of Privacy Act;
j)
"Protection of Privacy Act" means the Protection of Privacy Act SA 2024, c. P-4.5, as
amended from time to time, and its successor legislation;
k)
"Record" means any electronic record or other record in any form in which
information is contained or stored, including information in any written, graphic,
electronic, digital, photographic, audio, or other medium, but does not include any
software or other mechanism used to store or produce a record, as defined by the
Access to Information Act;
l)
"Substantive Record" means a record that is determined to hold administrative, legal,
fiscal, research, or historical value, held in accordance with Schedule 'A,' attached
hereto;
m)
"Town of Drumheller" or "Town" means the Town of Drumheller, a municipal
corporation in the Province of Alberta, and includes the area contained within the
corporate boundaries of the Town of Drumheller, as the context may require; and
n)
"Transitory Record" means a record that has short-term, immediate, or no value to
the organization and will not be needed for future use and includes but is not limited
Town of Drumheller
Bylaw 25.25
Page 3 of 5
to, messages, post-it notes, invitations, opened envelopes, memos, notes, draft
copies, photocopies, and messages.
3. GENERAL PROCEDURES
3.1
The Chief Administrative Officer, or designate, shall be responsible for the proper security
and storage of all records of the Town of Drumheller.
3.2
All records may be stored either electronically or physically, at the discretion of the Chief
Administrative Officer, or designate.
3.3
Substantive records in the care and custody of the Town of Drumheller shall be retained
and disposed of in accordance with Schedule 'A,' attached hereto, and no employee of the
Town of Drumheller shall dispose of a substantive record within a period less than that
provided in Schedule 'A.'
3.4
Records that have not been identified in Schedule 'A' shall:
a)
have a retention period of seven (7) years; and
b)
shall only be given the aforementioned retention period after the department head
and the Chief Administrative Officer, or designate, has certified in writing that the
record is not contained within the attached Schedule 'A.'
3.5
Notwithstanding Section 3.4 and Schedule 'A' of this Bylaw, records that do not contain
personal information, or which are derived from personal information but have been
anonymized so that the individuals are not identifiable, and which are used for research or
analysis purposes of municipal programs or service, may be retained on a permanent
basis.
4. TRANSITORY RECORDS
4.1
Transitory records are exempt from the provisions of this Bylaw and should be routinely
discarded when they no longer serve any valid purpose.
4.2
Transitory records containing confidential information shall be destroyed beyond the
possibility of reconstruction or viewing.
5. DISPOSITION OF RECORDS
5.1
The Chief Administrative Officer, or designate, shall authorize in writing the disposition of all
records in accordance with Schedule 'A' of this Bylaw.
5.2
The destruction of all records shall be carried out in the presence of a witness, who shall, in
writing, attest to the time, location, and contents of the records that were destroyed.
5.3
The Chief Administrative Officer, or designate, shall maintain a permanent record of all
records that have undergone disposition in accordance with section 5.1 and section 5.2 of
this Bylaw.
Town of Drumheller
Bylaw 25.25
Page 4 of 5
5.4
The Chief Administrative Officer, or designate, shall have the discretion to transfer records
that possess historical or research value to an appropriate institution for permanent
retention in accordance with section 5.1 of this Bylaw.
6. DISCRETION
6.1
The Chief Administrative Officer, or designate, shall be permitted, in their sole discretion, to
authorize in writing the retention of all records for a period greater than that provided in
Schedule 'A' of this Bylaw.
6.2
The Chief Administrative Officer, or designate, shall maintain a permanent record of all
records that have been retained in accordance with section 6.1 of this Bylaw.
6.3
All records retained for a period greater than provided in Schedule 'A' shall be appropriately
marked and identified by the Chief Administrative Officer or designate.
7. ACCESS REQUESTS
7.1
If the Chief Administrative Officer, or designate, receives an access to information request,
or receives an indication that an access to information request will be made, in accordance
with either the Access to Information Act or the Protection of Privacy Act, the Chief
Administrative Officer, or designate, shall retain all records that pertain to that access
request for a period of at least one (1) year from the completion of the access request and
shall record the extension of the retention period in accordance with section 6.1 and section
6.2 of this Bylaw, as applicable.
8. PERSONAL INFORMATION
8.1
If an individual's personal information is used by the Town of Drumheller to make a
decision that directly affects the individual, the Town of Drumheller must retain the personal
information for at least one (1) year after using it so that the individual has a reasonable
opportunity to obtain access to it.
8.2
Notwithstanding section 8.1, the Town of Drumheller can retain the personal information for
a shorter period, if agreed upon in writing by the individual and the Town of Drumheller.
9. ELECTION MATERIALS
9.1
In accordance with section 101 of the Local Authorities Election Act, election ballots must
remain sealed in their ballot boxes for a period of at least six (6) weeks and no more than
twelve (12) weeks from election day and, following this period, shall be opened and
destroyed in the presence of two (2) witnesses.
9.2
Notwithstanding section 9.1, if a judge has ordered that the ballot boxes be kept until a date
that is more than twelve (12) weeks after election day, the ballot boxes shall be destroyed
as soon as practicable after that date.
Town of Drumheller
Bylaw 25.25
Page 5 of 5
10. COLLECTIVE BARGAINING AGREEMENTS
10.1
Where collective bargaining agreements contain provisions relating to the retention or
disposition of employee records, the terms of the collective bargaining agreement shall take
precedence over Schedule 'A' of this Bylaw.
11. SCHEDULES
11.1
Schedule 'A' is attached to and forms part of this Bylaw.
11.2
When used with Schedule 'A,' attached hereafter, the following symbols used to designate
retention or disposition shall be as follows, and shall have the following meanings:
a)
(D) - "Disposition"
b)
(P) - "Permanent Retention"
c)
(S/O) - "File closed after superseded or obsolete"
d)
(E) - "Event"
12. SEVERABILITY
12.1
If any portion of this Bylaw is found to be invalid, that portion shall be severed from the
remainder of the Bylaw and shall not invalidate the whole Bylaw.
13. TRANSITIONAL
13.1
This Bylaw comes into full force and effect upon third and final reading.
13.2
Upon third reading of this Bylaw, Policy # C-04-99 and all amendments thereto are hereby
repealed.
READ A FIRST TIME THIS 7th DAY OF JULY 2025.
READ A SECOND TIME THIS 7th DAY OF JULY 2025.
READ A THIRD AND FINAL TIME THIS 18th DAY OF AUGUST 2025.
The original document, duly signed and executed, is retained on file.
Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 1 of 23
SCHEDULE 'A'
RECORD RETENTION AND DISPOSITION SCHEDULE
CODE
DESCRIPTION
PAGE
COMMUNITY SERVICES (CS)
CS01
Membership Information
3
CS02
Recreation Programming
3
CS03
Special & Community Events
3
CS04
Facility Bookings
3
CS05
FCSS Programming
4
CS06
Seniors Programming
4
DEVELOPMENT AND PLANNING (DP)
DP01
Land Ownership
4
DP02
Development Permits
4
DP03
Development Permits (Temporary)
5
DP04
Safety Code Permits
5
DP05
Subdivision
5
DP06
Rights of Ways and Easements
5
ECONOMIC DEVELOPMENT (ED)
ED01
Economic Development
6
ED02
Business Attraction & Retention
6
ED03
Incentive Agreements
6
ED04
Land Acquisitions & Sales
6
EMERGENCY & PROTECTIVE SERVICES (EPS)
EPS01 Emergency Planning
7
EPS02 Safety Code Inspections
7
EPS03 Fire Investigations
7
EPS04 Incident Response
7
EPS05 Municipal Enforcement
8
EPS06 Health and Safety Records
8
EPS07 Health and Safety Program
8
EPS08 Accidents and Incident Reports
8
EPS09 Hazardous Materials Reporting
9
CODE
DESCRIPTION
PAGE
EMERGENCY & PROTECTIVE SERVICES (EPS)
EPS10 Insurance Administration
9
EPS11 Insurance Claims
9
FINANCE (FIN)
FIN01
Permits and Licences
9
FIN02
Grant Agreements
10
FIN03
Cemetery Administration
10
FIN04
Accounts Payable
10
FIN05
Accounts Receivable
10
FIN06
Audits
10
FIN07
Banking
11
FIN08
Financial Instruments
11
FIN09
General Ledger Transactions
11
FIN10
Taxation and Assessment
11
FIN11
Budget Working Papers
11
FIN12
Payment Plans
12
HUMAN RESOURCES (HR)
HR01
Employee Records
12
HR02
Employee Relations
12
HR03
Incidents and Investigations
12
HR04
Grievances
13
HR05
Worker's Compensation
13
HR06
Benefits Programming
13
HR07
Pension Administration
13
HR08
Recruitment
13
HR09
Workforce Planning
14
HR10
Staff Timesheets
14
HR11
Payroll Processing
14
HR12
Standard Operating Procedures (SOPs)
14
DRUMHELLER
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 2 of 23
CODE
DESCRIPTION
PAGE
INFORMATION MANAGEMENT (IM)
IM01
Mapping
15
IM02
Records Management
15
IM03
IT Support
15
IM04
IT Backup and Protection
15
IM05
IT Management
16
IM06
Digital Communication
16
INFRASTRUCTURE SERVICES (INF)
INF01
Work Orders
16
INF02
Asset Management
16
INF03
Inventory Management
17
INF04
Fleet Management
17
INF05
Procurement
17
INF06
Temporary Road Closures
17
INF07
Road and Sidewalk Maintenance
18
INF08
Utilities Maintenance
18
INF09
Water and Wastewater
18
INF10
Infrastructure and Facilities
18
LEGISLATIVE SERVICES (LS)
LS01
Bylaws and Policies
19
LS02
Council Minutes
19
LS03
Agenda Packages
19
LS04
Election Documents
19
LS05
Election Ballots
20
LS06
Election Nomination Papers
20
LS07
Access to Information (ATI) Requests
20
LS08
Appeals and Hearings
20
LS09
Boards and Committees
20
LS10
Legal
21
LS11
Contracts and Agreements (Major)
21
LS12
Contracts and Agreements (Minor)
21
LS13
Census Coordination
21
LS14
Delegation of Authority
22
CODE
DESCRIPTION
PAGE
LEGISLATIVE SERVICES (LS)
LS15
Formal Correspondence
22
LS16
Records of Organization
22
MEDIA & PUBLIC RELATIONS (MP)
MP01
Media Releases
22
MP02
External Publications
22
MP03
Internal Publications
23
DRUMHELLER
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 3 of 23
Code
Classification
Notes
Department
Retention
COMMUNITY SERVICES (CS) - documents related to recreation programming, community events, and the FCSS program.
CS01
MEMBERSHIP INFORMATION
E = termination of membership
CCS
E+7(D)
Records pertaining to the membership of recreation facilities, including member's personal information, other membership
information, registration forms, billing and payment history, waivers, usage and attendance information, and all correspondence
between facility staff and members.
Excludes: recreation programming (CS02); FCSS programming (CS05)
CS02
RECREATION PROGRAMMING
E = completion of program
CCS
E+7(D)
Records pertaining to the development and delivery of recreational programming in the Town of Drumheller, which includes youth
programming, summer camps, sports leagues, adult education, and all other recreation-based programming; these records would
include personal information of participants, waiver forms, attendance forms, program information, and all other related documents.
Excludes: membership information (CS01); FCSS programming (CS05); seniors programming (CS06)
CS03
SPECIAL & COMMUNITY EVENTS
E = completion of event
CCS
E+7(D)
Records pertaining to the organization and implementation of events within the Town of Drumheller, which includes events held by
the Town and events held by external groups and community groups within the Town of Drumheller and includes inquiries, special
event permits, noise exemption permits, insurance certificates, food handling permits, liquor licences, event plans, route maps,
photographs, and all correspondence or other documents related to the event.
Excludes: temporary road closures (INF06); facility bookings (CS04)
CS04
FACILITY BOOKINGS
E= last booking of client
CCS
E+7(D)
Records pertaining to the booking and rental of recreation facilities, conference facilities, or other facilities owned by the Town of
Drumheller, and incudes the booking form, invoices and billing, and all correspondence related to the booking of the facility.
Excludes: facility advertisements or brochures (MP02); special or community events (CS03); infrastructure and facilities (INF10)
DRUMHELLER
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 4 of 23
CS05
FCSS PROGRAMMING
E = program completion/membership cancellation CCS
E+7(D)
Records pertaining to the development and delivery of FCSS programming, such as the Drumlife Pass, and may include registration
forms and other related documents.
Excludes: grant agreements (CS02); membership information (CS01); senior's programming (CS06); recreation programming
(CS02); FCSS board records (LS03 and LS09)
CS06
SENIORS PROGRAMMING
E = program completion/membership cancellation CCS
E+7(D)
Records pertaining to the development and delivery of senior's programming, which includes the tax program and healthy aging
programming; records include personal information, tax documents, registration forms, and all other applicable information.
Excludes: membership information (CS01); FCSS programming (CS05); recreation programming (CS02)
Code
Classification
Notes
Department
Retention
DEVELOPMENT & PLANNING (DP) - documents related to property development & control.
DP01
LAND OWNERSHIP
N/A
CAO
P
Records associated with property ownership information including certificates of title, utility services, survey plans, real property
reports, compliance certificates, variance documents, development agreements, encroachment agreements, road agreements,
registered documents or caveats, subdivision documents, offsite levy documents, and general correspondence regarding land
ownership or development, as applicable.
Excludes: development permits (DP02); maps (IM01); land use bylaws (LS01); right-of-way plans and easements (DP06); land
acquisition and sale (EP02); other agreements (LS11 and LS12)
DP02
DEVELOPMENT PERMITS
N/A
CAO
P
Records of the application and approval of all development permits within the municipality, which includes the application form, site
plans, variance documents, stop work orders, invoices, receipts, proof of advertising, and related statutory correspondence.
Excludes: development permits - temporary (DP03); land ownership records (DP01); safety code permits (DP04); accounts
receivable (FIN05); municipal planning commission records (LS09); ARB hearings and SDAB hearings (LS08)
DRUMHELLER
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 5 of 23
DP03
DEVELOPMENT PERMITS (TEMPORARY)
E = Expiry of Permit
CAO
E+5(D)
Records of the application and approval of all temporary development permits within the municipality, which includes the application
form, site plans, invoices, receipts, proof of advertising, and related statutory correspondence. Includes Development Permits
related to the placement of temporary signage and home occupancy permits.
Excludes: development permits (DP02); land ownership records (DP01); safety code permits (DP04); accounts receivable (FIN05);
municipal planning commission records (LS09); ARB hearings and SDAB hearings (LS08)
DP04
SAFETY CODE PERMITS
N/A
CAO
P
Records of the application and approval of all safety code permits within the municipality, which includes the application package,
closeout package, stop work orders, inspection reports, violations information, invoices, receipts, and related statutory
correspondence relating to building permits, electrical permits, gas permits, plumbing permits, and private sewage disposal system
permits.
Excludes: development permits (DP02); accounts receivable (FIN05)
DP05
SUBDIVISION
N/A
CAO
P
Records of the subdivision of both residential and commercial properties, applications, registered plan drawings and changes to
approved plans, technical reports, granting of severances, services to individual land sites, water, sewage, parking areas, drainage,
driveways, utility approvals, correspondence, written comments, working notes, background information, clearance letters, "red line"
revisions, stop work orders, encroachments, and the granting of variances in land use and zoning applications from existing zoning
regulations.
Excludes: development permits (DP02); accounts receivable (FIN05); municipal planning commission records (LS09); ARB
hearings and SDAB hearings (LS08)
DP06
RIGHT OF WAYS AND EASEMENTS
N/A
CAO
P
Records of utility right of way, road plans, and easements concerning municipal use of private lands required for the maintenance of
public services such as water lines, sewer lines, and other public infrastructure.
Excludes: contracts and agreements (LS10 and LS11); land ownership (DP01)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 6 of 23
Code
Classification
Notes
Department
Retention
ECONOMIC DEVELOPMENT (ED) - documents related to the economic growth of the Town.
ED01
ECONOMIC DEVELOPMENT
E = Cancellation of Project
CAO
E+10(D)
Records related to the economic growth and development of the Town, including economic development studies, tourism initiatives,
statistics, departmental reports, demographics, and other economic development projects and includes information related to
affordable housing, the municipal housing strategy, and occupancy rates.
Excludes: marketing documents (MP02); internal publications (MP03); film & patio permits (FIN01); grant applications (FIN02)
ED02
BUSINESS RETENTION & ATTRACTION
E = Closure of File
CAO
E+10(D)
Records related to business retention and investment attraction, primarily related to client files, including meeting notes, business
plans, business profiles, formal correspondence and other documents related to the relationship between the client and the
Economic Development Officer.
Excludes: permits (FIN01); grant applications (FIN02); inventive agreements (ED03); land sales (ED04)
ED03
INCENTIVE AGREEMENTS
E = Termination or Expiry of Agreement
CAO
E+5(D)
Records of agreements for the demolition or construction of improvements, which includes the application, signed agreement, tax
abatement information, and any other related documents
Excludes: contracts and agreements (LS10 and LS11)
ED04
LAND ACQUISITIONS & SALES
E = sale of property
CAO
P
Records of real estate transactions, conveyance of land such as lot sales, road closure agreements, allowances whether through
voluntary transactions or expropriation. Includes Town-operated leases or dispositions, renewal agreements and notices, deeds,
and expropriation plans, purchase letters, and their appraisals.
Excludes: road closure bylaws (LS01); contracts and agreements (LS11 and LS12); right of ways and easements (DP06)
DRUMHELLER
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 7 of 23
Code
Classification
Notes
Department
Retention
EMERGENCY & PROTECTIVE SERVICES (EPS) - documents related to emergency response, fire protection, health and safety, and enforcement.
EPS01
EMERGENCY PLANNING
S/O = Superseded/Obsolete
EPS
S/O+5(D)
Records pertaining to the planning, documentation, maintenance, and distribution of emergency planning, including Municipal
Emergency Management Plans (MEMP), Regional Emergency Services Master Plans, Business Continuity Plans, fire prevention
plans, emergency risk assessments, pre-incident plans, tabletop exercise records, functional exercise records, and all other
documents related to emergency planning.
Excludes: training certificates (HR01); health and safety records (EPS06) health and safety program (EPS07)
EPS02
SAFETY CODE INSPECTIONS
E = Completion of Inspection
EPS
E+15(D)
Records pertaining to inspections conducted by emergency and protective services staff in accordance with the Town of Drumheller
Fire Quality Management Plans and the Safety Codes Act.
Excludes: fire investigations (EPS03); municipal enforcement (EPS05); site-inspection records (EPS06)
EPS03
FIRE INVESTIGATIONS
E = Completion of Investigation
EPS
E+15(D)
Records pertaining to investigations by the fire department, conducted by either the Town of Drumheller or contractors, and
includes photos, notes, statements, forms, final reports, and all other documents related to the investigation.
Excludes: safety code inspections (EPS02); municipal enforcement (EPS05); human resource investigations (HR03)
EPS04
INCIDENT RESPONSE
E = Incident or Training Exercise
EPS
E+7(D)
Records pertaining to the response of medical or fire incidents within the Town of Drumheller, which includes all call data, dispatch
reports, fire personnel timesheets, fire personnel payroll, billing, and fire personnel training time.
Excludes: training certificates (HR01); staff time sheets (HR11); payroll processing (HR10); fire investigations (EPS03)
DRUMHELLER
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 8 of 23
EPS05
MUNICIPAL ENFORCEMENT
E = Completion of Incident
EPS
E+5(D)
Records pertaining to all enforcement of municipal bylaws and authorized by provincial statutes, including parking tickets, violation
notice, snow removal notices, enforcement orders, tow forms, occurrence reports, trespass notices, 24-hour suspension notice,
violation tags, violation tickets, audio and written statements, enforcement photos, registered mail tracking, body camera footage,
and related correspondence.
Excludes: stop work orders (DP02, DP04 & DP05); safety code inspections (EPS02); fire investigations (EPS03)
EPS06
HEALTH AND SAFETY RECORDS
N/A
EPS
5(D)
Records of the implementation of health and safety program, including site inspection records, equipment inspection, job hazard
assessments, site-specific hazard assessments, toolbox meeting minutes, and bulletins. Internal and external health and safety
audits, health and safety committee meeting minutes, and any other documents that pertain to the implementation of the Town
health and safety programming.
Excludes: health and safety program development (EPS07)
EPS07
HEALTH AND SAFETY PROGRAM
S/O = Superseded/Obsolete
EPS
S/O+5(D)
Records of the planning and development of the health and safety program, including health and safety manuals, policies, safe
operating procedures (SOPs), inspection forms, incident, accident or near-miss forms, emergency procedures, evacuation routes,
orientation packages, and all other records pertaining to the planning and development of the health and safety programming.
Excludes: health and safety records (EPS06); accident & incident reports (EPS08); policies (LS01); emergency planning (EPS01)
EPS08
ACCIDENTS AND INCIDENT REPORTS
E = Completion of Investigation
EPS
E+15(D)
Records of all accidents, incidents and near-misses involving municipal staff, including the initial accident, incident, or near-miss
report, records of the investigation by the Joint Health and Safety Committee, final recommendations by the Joint Health and Safety
Committee, and any records of remedial action resulting from the investigation.
Excludes: health and safety records (EPS06); health and safety program (EPS07); safety code inspections (EPS02); fire
investigations (EPS03); human resource investigations (HR03); grievances (HR04; worker WCB reports and employer WCB reports
(HR01)
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 9 of 23
EPS09
HAZARDOUS MATERIAL REPORTS
S/O = Superseded/Obsolete
EPS
S/O+5(D)
Records pertaining to the handling, receiving, and disposing of potentially dangerous goods, including Safety Data Sheets (MSDS),
herbicide and pesticide application forms, hazardous materials inventory, application and access records, and transport and
disposal records.
Excludes: training records (HR01); spills or exposure (EPS07 or EPS04); safety programming (EPS06, EPS07 or EPS08)
EPS10
INSURANCE ADMINISTRATION
E = Expiration of Policy
EPS
E+10(D)
Includes records that are evidence of administering vehicle insurance, property insurance, general liability insurance and other
insurance policies for the Town, including researching insurance needs and setting up policies, which may include certificates of
insurance, insurance applications, insurance appraisals, insurance policies and renewals.
Excludes: proof of insurance from external bodies (LS11, LS12, CS03 & INF05)
EPS11
INSURANCE CLAIMS
E = Settlement of Claim
EPS
E+10(D)
Includes records that are evidence of insurance claims by administration including filing claims, follow up and communication with
insurance providers, including insurance claims applications, photos, forms, adjuster reports, repairs, reports, responses from
Insurer and claim payout summaries.
Excludes: claims against municipality or legal disputes (LS10)
Code
Classification
Notes
Department
Retention
FINANCE (FIN) - documents related to municipal financing.
FIN01
PERMITS AND LICENCES
E = Cancellation or expiry of Permit or Licence
CCS
E+3(D)
Records of applications and issued permits and licences relating to various activities regulated by the Town, which includes Special
Events Permits, Film Permits, Business Licences, Patio Licences, Mobile Vendor Permits, Short-Term Rental Permits, Animal
Licences; Fire Permits, and Fireworks Permits. If there is a renewal of a licence, the retention period for the permit and associated
file is reset.
Excludes: burial and excavation permits (FIN03); development permits (DP02); safety codes permits (DP04); accounts receivable
(FIN05)
DRUMHELLER
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 10 of 23
FIN02
GRANT AGREEMENTS
E = Completion of Grant Requirements
CCS
E+10(D)
Records of application and closure of all grant agreements in which the Town of Drumheller received funding from an external
organization. These records should include the initial grant application, the grant agreement, amendments, and addendums to the
agreement, the notice of aware, the project scope, budget reports, invoices, expense claims, correspondence related to the grant
agreement, and any other related documentation.
Excludes: contracts and agreements (LS11 and LS12)
FIN03
CEMETERY ADMINISTRATION
P = Permanent
CCS
P
Records pertaining to the control and maintenance of all cemeteries, including burial, cremation, and internment records, request for
burial forms, engraving forms, burial permits, cemetery register, cemetery maps, cemetery master plans, and plot ownership
records.
Excludes: work orders (INF01, INF07 and INF08); asset management (INF02); maps (IM01)
FIN04
ACCOUNTS PAYABLE
N/A
CCS
7(D)
Records pertaining to the payment of invoices and bills, including vendor invoices, cheque requisitions, membership fees, payable
vouchers, payable summary sheets, and all supporting documents used to authorize the issuance of cheques.
Excludes: n/a
FIN05
ACCOUNTS RECEIVABLE
E = Completion of Incident
CCS
7(D)
Records pertaining to the payment of funds to the Town of Drumheller, including daily cash receipts, Town of Drumheller invoices,
recovery reports, void cheques, and credit card receipts.
Excludes: recreation accounts receivable (CS01)
FIN06
AUDITS
E = Completion of Audit
CCS
E+7(D)
All documents pertaining to the implementation of an annual financial audits. This does not include the final financial audit
statements, which shall be retained permanently.
Excludes: final audit statement (LS01)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 11 of 23
FIN07
BANKING
N/A
CCS
7(D)
Records pertaining to banking transactions and relationships with banks, including bank reconciliations, deposit records,
expenditure designations, and singing authority; includes records of nonsufficient funds, cancelled cheques, Interact E-transfers,
bank statements, and cheque listings.
Excludes: accounts receivable and accounts payable (FIN04 and FIN05); loans, bonds and other investment vehicles (FIN08)
FIN08
FINANCIAL INSTRUMENTS
E = closure of account
CCS
E+7(D)
Records pertaining to investment instruments such as debentures, bonds, loans, and any other investment vehicle; includes records
related to the initial issuance of the financial instrument and all payments.
Excludes: Banking records (FIN07)
FIN09
GENERAL LEDGER TRANSACTIONS
N/A
CCS
15(D)
Records pertaining to general ledger transactions (journal entries), adjustments, and financial year end.
Excludes: n/a
FIN10
TAXATION AND ASSESSMENT
N/A
CCS
P
Records pertaining to the assessment roll, tax notices, tax recovery sales, property tax registrations, tax arrears, tax collector rolls,
tax exemptions, assessment reports, and all formal ratepayer correspondence related to taxation.
Excludes: payment plans (FIN12)
FIN11
BUDGET WORKING PAPERS
N/A
CCS
5(D)
Records pertaining to Interim budget calculations, estimates and working papers pertaining to the municipal capital, operating, and
utility budgets, and may include operating budget summaries, detailed budget reports, variance reports, monthly budget reports,
annual departmental budgets.
Excludes: final budgets (LS03)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 12 of 23
FIN12
PAYMENT PLANS
E = Completion or Cancellation of Payment Plan
CCS
E(D)
Records pertaining to payment plans and pre-authorized payment plans for taxes, utilities or other functions of the Town of
Drumheller
Excludes: final budgets (LS03)
Code
Classification
Notes
Department
Retention
HUMAN RESOURCES (HR) - documents related to the hiring, management and payment of employees.
HR01
EMPLOYEE RECORDS
E = termination of employee
CAO
E+15(D)
Records pertaining to the employment history of all municipal employees, including casual (volunteer) firefighters. This includes job
applications, resumes, interview notes, reference checks, offer letters, employment agreements, driver's abstracts, criminal record
checks, and any other records related to the hiring of successful applicants; employee registration forms, tax forms, direct deposit
forms, health benefit enrollment forms, insurance enrollment forms, and other documents related to onboarding of employees;
certificates and training documents, education request forms, performance reviews, promotion or demotion letters, disciplinary
notices, job reclassification notices, hours of work averaging agreements, employee recognition letters, termination or resignation
letters, worker reports and employer reports pertaining to WCB, exit interview notes, and any other documents related to employee
management. Where collective bargaining agreements contain provisions relating to the retention or disposition of
employee records, the terms of the collective bargaining agreement shall take precedence over this retention schedule.
Excludes: HR incidents and investigations (HR03); grievances (HR04); workers compensation (HR05); unsuccessful applications
(HR08); Pension administration documents (HR07)
HR02
EMPLOYEE RELATIONS
E = expiry of related union contract
CAO
E+5(D)
Records of the relationship between the local labour unions and management, including all records and notes related to collective
bargaining, labour negotiations, and labour management meetings minutes.
Excludes: union agreements (LS10 and LS11); HR incidents and investigations (HR03); grievances (HR04)
HR03
HR INCIDENTS AND INVESTIGATIONS
E = resolution of complaint
CAO
E+10(D)
Records related to complaints of violence and harassment by or against employees of the municipality, including all documents
related to the initial compliant, the investigation, and final resolution.
Excludes: employee records (HR01); grievances (HR04); fire investigations (EPS03); accident & incident reports (EPS08)
DRUMHELLER
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 13 of 23
HR04
GRIEVANCES
E = resolution of complaint
CAO
E+10(D)
Records of all grievances filed against the municipality by a municipal employee, including the initial complaint, investigation, and
final resolution.
Excludes: employee records (HR01); employee relations (HR02); HR incidents and investigations (HR03)
HR05
WORKER'S COMPENSATION
E = resolution of claim
CAO
E+10(D)
Records of all workplace injuries or lost-time incidents, requests for review, modified work agreements, annual returns, claim
summaries, and all other documents related to a workplace injury or a lost-time incident claim. Please note, any workplace injury or
lost-time incident claim pertaining to a hazardous exposure claim must be retained for the longer of either forty (40) years, or twenty
(20) years after the last record was created.
Excludes: HR incidents and investigations (HR03); worker reports and employer reports (HR01)
HR06
BENEFITS PROGRAMMING
S/O = superseded/obsolete
CAO
S/O+5(D)
Records of the evidence of planning, design, implementation, and delivery of benefit programs, including savings plans, benefit
sponsorship, health and dental coverage, and pension plans, including brochures, quotes, explanatory documents, and
correspondence.
Excludes: pension administration (HR07)
HR07
PENSION ADMINISTRATION
E = completion of claim
CCS
E+5(D)
Records for the monitoring and fulfilling of pension obligations under the Local Authority Pension Plan (LAPP), including pension
statues of retired personnel, registration, and payment information.
Excludes: benefits programming (HR06); original sign-up sheets (HR01)
HR08
RECRUITMENT
S/O = superseded/obsolete
CAO
S/O(D)
Records of advertising and recruitment of staff, including job postings, advertisements, job applications, information regarding the
selection of candidates, resumes, interview questions, and interview notes of unsuccessful candidates, and all other related
documents. These records will be kept for a minimum of one (1) year or until a new applicant is hired for the same position,
whichever is longer.
Excludes: records of successful applicants (HR01); workforce planning (HR09)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 14 of 23
HR09
WORKFORCE PLANNING
S/O = superseded/obsolete
CAO
S/O+5(D)
Records related to the planning and development of the municipal workforce, including succession planning documents, job
descriptions, job evaluations, organizational charts, organizational surveys, organizational analysis or reports, compensation grids,
or any other related document.
Excludes: recruitment records (HR08); signed job descriptions and evaluations (HR01)
HR10
STAFF TIMESHEETS
N/A
CCS
7(D)
Records of employee timesheet processing and allocation of time, including the approval of timesheets and the timesheets record
of regular hours, overtime, time-in-lieu, vacation time, sick time, management leave, bereavement leave, and all other scheduling
data.
Excludes: payroll processing (HR11)
HR11
PAYROLL PROCESSING
N/A
CCS
7(D)
Records of the payment of employees, including regular payroll generation, deduction, tax collection and remission, reporting and
reconciliation, approved per diem forms, travel and subsistence, and statement of expense forms.
Excludes: staff timesheets (HR10)
HR12
STANDARD OPERATING PROCEDURES
N/A
ORIGINATING
S/O+5(D)
Records that document and describes the process or procedures of the Town, not including Council or Administrative polices
signed by Council or the CAO, respectively, or safe operating procedures (SOPs) that form part of the Health and Safety Program.
Excludes: Council and Administrative Polices and Procedures (LS01); Health and Safety SOPs (EPS07)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 15 of 23
Code
Classification
Notes
Department
Retention
INFORMATION MANAGEMENT (IM) - documents related to information technology and the management of records at the municipality.
IM01
MAPPING
S/O = superseded or obsolete
CAO
S/O+3(D)
Records pertaining to the creation of geographical mapping data for the Town of Drumheller, including orthophotography,
geographic information systems (GIS) shapefiles, geodatabase files, and other spatial data files, cadastral data, land use district
mapping, flood mapping, operations maps, asset maps, and all other geographical maps and their associated data.
Excludes: original land ownership files (DP01)
IM02
RECORDS MANAGEMENT
N/A
CAO
P
Records pertaining to the authorization of retention and disposition of records, including Statement of Retention and Statement of
Disposition Forms, completed in accordance with this Bylaw.
Excludes: n/a
IM03
IT SUPPORT
N/A
CAO
P
Records pertaining to the evidence of information technology maintenance and support activities, including user support, such as
responding to telephone inquiries, managing information system processes such as hardware and software installations, repairs,
troubleshooting, web server maintenance, system upgrades, server installation, managing permissions, and archiving material;
records include service request logs and tickets.
Excludes: IT management (IM05)
IM04
IT BACKUP AND PROTECTION
N/A
CAO
1(D)
Records pertaining to backup and protection of applications, databases, and email archives for purposes of restoring a system in
the event of a malfunction or emergency response; records include database backups and server and application file logs.
Excludes: IT management (IM05)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 16 of 23
IM05
IT MANAGEMENT
S/O = superseded or obsolete
CAO
S/O+3(D)
Records pertaining to the tracking and management of hardware, software, and other IT assets at the Town of Drumheller, including
hardware inventory and specifications, software inventory and licences, IT purchase orders and invoices, project management
meetings, user guides, records pertaining to telecommunications systems, including telephones and mobile phones, IT
organizational plans, user and system requirements, and all other documents related to IT management.
Excludes: IT support (IM03)
IM06
DIGITAL COMMUNICATION
N/A
CAO
7(D)
Records pertaining to the retention of all emails, instant messaging, and other forms of digital communication for the Town of
Drumheller.
Excludes: n/a
Code
Classification
Notes
Department
Retention
INFRASTRUCTURE SERVICES (INF) - documents related to Maintenance of municipal assets & Public Works.
INF01
WORK ORDERS
N/A
INF
7(D)
Records pertaining to routine maintenance or activities throughout the Town of Drumheller such as routine facility maintenance,
routine vegetation control, ice clearing, sign maintenance and installation, cemetery maintenance, and road and sidewalk asphalt
repair, and includes all work orders not covered elsewhere within this document, including requests for work orders through
SeeClickFix.
Excludes: utilities work order (INF08); road maintenance work orders (INF07)
INF02
ASSET MANAGEMENT
N/A
INF
P
Records pertaining to the tracking and control of all Town assets, such as facilities, roads, signs, culverts, reservoirs, water lines,
sewer lines, outfalls, inlets, and all other municipal assets and includes, engineering drawings, as-built drawings, geographic
information systems (GIS) data, utility drawings, inspection reports, and all other related information.
Excludes: inventory management (INF03); vehicles and equipment (INF04); procurement (INF05)
DRUMHELLER
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 17 of 23
INF03
INVENTORY MANAGEMENT
N/A
INF
7(D)
Records pertaining to the tracking and control of all Town inventory such as supplies, gravel, salt, fuel, chemicals, herbicides,
pesticides, and all other consumable inventory.
Excludes: asset management (INF02); procurement (INF05)
INF04
FLEET MANAGEMENT
E = Disposal of Vehicle or Equipment
INF
E+10(D)
Records of all vehicles or equipment, including motorized vehicles, attachable equipment, trailers, emergency services vehicles,
and all other vehicles or equipment that is leased or owned by the municipality, which includes the successful procurement
documents, records of purchase and bills of sale, licensing, registration, serial numbers, and Commercial Vehicle Inspection
Program (CVIP) reports, owner's manuals and technical specifications, vehicle inspection records, repair request forms, pre- and
post-use inspection forms, and disposal of the vehicle or equipment
Excludes: asset management (INF02); driver's abstracts & licences (HR01); capital project procurement (INF05); Insurance (EPS10)
INF05
PROCUREMENT
E = Date of Award
INF
E+15(D)
Records pertaining to the procurement of goods or services that cannot be purchased directly in accordance with the Town of
Drumheller purchasing policy, and includes all records related to capital projects, including Request for Quotations, Request for
Proposals, Request for Tenders, addendums, and any other procurement documents, vendor submissions, project supporting
documentation, consultant or contraction resumes and proposals, grant documentation, budget tracking documents, technical
drawings, specifications and product manuals, and any other documents related to the capital project or grant application.
Excludes: vehicle and equipment procurement records (INF04); grant applications (FIN02);
INF06
TEMPORARY ROAD CLOSURES
N/A
INF
7(D)
Records pertaining to the temporary closure of roads for maintenance, construction, environmental monitoring, special events, or
another reason, and which includes the permit application, the notice of temporary road closure, maps, diagrams or other
supporting documents, approval letters, excavation applications
Excludes: other permit applications (CS01); special event records (CS03); permanent road closures (LS01)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 18 of 23
INF07
ROAD & SIDEWALK MAINTENANCE
N/A
INF
7(D)
Records pertaining to the maintenance and routine inspection of roads, including plowing, sanding, snow removal, dust control,
weed control, cleaning, patching, road marker painting, ditch maintenance, and drainage control, and includes the maintenance of
sidewalk and curbs; includes records such as inspections, work orders, service requests, logbooks, work plans, and other routine
maintenance documents.
Excludes: capital projects (INF05); asset management (INF02); inventory management (INF03); other work orders (INF01 and
INF08)
INF08
UTILITIES MAINTENANCE
N/A
CCS
7(D)
Records pertaining to the routine operations, inspection, monitoring, and maintenance of utility infrastructure, such as water
reconnect and disconnects, regular sewer flushing, work site maps, work orders, service connection requests, utility bill runs, and
any other related document.
Excludes: other work orders (INF01 and INF07); line locates (obsolete after 60 days and can be destroyed); accounts receivable
(FIN05); payment plans (FIN12)
INF09
WATER AND WASTEWATER
N/A
INF
P
Records pertaining to the monitoring and maintenance of water and wastewater management systems, including regular testing and
sampling and routine maintenance; records may include flow records, daily reading reports, daily water sample reports,
maintenance logbooks, water licences, lab reports, and all other relevant information.
Excludes: utilities maintenance (INF08)
INF10
INFRASTRUCTURE AND FACILITIES
N/A
INF
P
Records pertaining to the management planning, design, monitoring, and construction of infrastructure, and includes engineering
drawings, design standards, as-built drawings, upgrade plans, and any other records related to the management of infrastructure
and facilities.
Excludes: capital projects (INF05); asset management (INF02); inventory management (INF03)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 19 of 23
Code
Classification
Notes
Department
Retention
LEGISLATIVE SERVICES (LS) - documents related to municipal governance and legal compliance.
LS01
BYLAWS AND POLICIES
N/A
CAO
P
The final bylaw passed by a resolution of Council and given third and final reading, Council policies approved at a regular Council
meeting and signed by the CAO and Mayor, and approved administrative polices approved by the CAO.
Excludes: agenda packages (LS03)
LS02
COUNCIL MINUTES
N/A
CAO
P
Signed minutes of a regular, special or organizational meeting of Council and all Council Committees, including the Committee of
the Whole, adopted by resolution of Council; includes records of Council resolutions, oaths of office, and all documents related to
Public Hearings held during a Council meeting.
Excludes: agenda packages (LS03)
LS03
AGENDA PACKAGES
N/A
CAO
P
Agenda packages for regular, special or organizational meetings of Council, Committee of the Whole meetings, and Municipal
Planning Commission meetings, adopted by a resolution of Council. The agenda packages include all attachments, including
briefing notes, requests-for-decision, other staff reports, minutes of Council boards or committees, delegation reports and all other
attachments of the agenda package.
Excludes: signed bylaws and policies (LS01); signed council minutes (LS02)
LS04
ELECTION DOCUMENTS
N/A
CAO
P
All records relating to a general municipal election or by-election, including final election results, statement of results, election
appeals, and judicial recounts, oaths of the Returning Officer, Deputy Returning Officer, Substitute, Enumerator and Constable,
election worker documents, election nomination list, affidavit of witness for the destruction of elections materials, the voter registrar,
election planning documents, election budgets, notices of nomination day, notices of election day, notices of advance vote, Council
orientation documents, and any other prescribed election form.
Excludes: election ballots (LS05) and election nomination papers (LS06)
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Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 20 of 23
LS05
ELECTION BALLOTS
E = Election Day
CAO
E+6W(D)
In accordance with the Local Authorities Election Act, after six (6) weeks and before twelve (12) weeks, the ballot boxes shall be
opened and the contents destroyed in the presence of two (2) witnesses, unless a judge has ordered the ballot boxes must be kept
for a longer period, and an affidavit shall be made that the witness has witnessed the destruction of the contents of the ballot boxes.
Excludes: election nomination papers (LS06) and all other election documents (LS04)
LS06
ELECTION NOMINATION PAPERS
E = First Organizational Meeting of Council
CAO
E+1M(D)
In accordance with the Local Authorities Election Act, the ballot account and nomination papers must be retained until the term of
office for which they relate is expired. Therefore, the nomination papers and ballot account of the previous Council should be
destroyed within at least one (1) month after a first-term organizational meeting.
Excludes: election ballots (LS05) and all other election documents (LS04)
LS07
ACCESS TO INFORMATION REQUESTS
N/A
CAO
15(D)
Records of the municipality's responsibilities for the protection of information and the handling of information requests as regulated
by the Access to Information Act and the Protection of Privacy Act. This includes correspondence regarding the access request, the
application, and the access package. Records that are subject to an Access to Information (ATI) request shall be required to be
retained for an additional one (1) year from the date of the request, as per section 3.12 of this Bylaw.
Excludes: n/a
LS08
APPEALS AND HEARINGS
N/A
CAO
P
Records of all transcripts or minutes and related documentation of appeals, hearings, legal proceedings, and final judgments in
relation to petitions, Subdivision and Development Appeal Board (SDAB) hearings, Assessment Review Board (ARB) Hearings,
Community Standards Appeal Board (CSAB) hearings.
Excludes: documents from a public hearing of Council (LS02)
LS09
BOARDS AND COMMITTEES
E = dissolution of the board or committee
CAO
E+15(D)
Records of all Council board and committee documents, incorporation documents, membership, member applications, and all other
records related to Council boards and committees.
Excludes: minutes of the boards and committees (LS03); bylaws and policies (LS01)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 21 of 23
LS10
LEGAL
E = claim settled
CAO
E+15(D)
Records of litigation, insurance, and disputes against the municipality, or records of litigation and disputes initiated by the
municipality. Also includes all records of legal opinions or briefs prepared by the municipality's legal counsel on specific issues and
confidential legal agencies' invoicing. Also includes all records related to municipal petitions.
Excludes: n/a
LS11
CONTRACTS & AGREEMENTS (MAJ.)
E = cessation of all agreements with entity
CAO
E+15(D)
Records of all agreements and contracts between the Town of Drumheller and service providers, municipalities, other levels of
government or their agencies, landowners, or any other entities where the agreement in which the municipality is committed to
provide a service or funds for more than one (1) year.
Excludes: minor contracts and agreements (LS12) development agreements (DP01); subdivision agreements (DP05); temporary
road closures (INF06); capital projects (INF05); grant agreements (FIN02); leases and disposition, land purchases and road closure
agreements (EP03); right of ways and easements (DP06)
LS12
CONTRACTS & AGREEMENTS (MIN.)
E = cessation of all agreements with entity
Originating
E+15(D)
Records of all other agreements not captured by LS11, which includes agreements that provide short-term services that commit the
municipality to provide service or funds for less than one (1) year.
Excludes: major contracts and agreements (LS11) development agreements (DP01); subdivision agreements (DP05); temporary
road closures (INF06); capital projects (INF05); grant agreements (FIN02); land purchases and road closure agreements (EP03);
right of ways and easements (DP06)
LS13
CENSUS COORDINATION
E = completion of Census
CAO
E+15(D)
Records pertaining to the coordination development and delivery of a municipal census, records may include the final census
report, oaths of office, enumerator forms, and other documents related to the conducting of the census.
Excludes: demographic studies (ED01)
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Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 22 of 23
LS14
DELEGATION OF AUTHORITY
S/O = superseded or obsolete
CAO
S/O+10(D)
Written orders pertaining to the delegation of authority to designated staff or positions by authorized parties.
Excludes: n/a
LS15
FORMAL CORRESPONDENCE
N/A
CAO
15(D)
Records pertaining to all incoming and outgoing formal written correspondence not covered elsewhere within this Bylaw, which
includes all formal correspondence with ratepayers, external bodies, and other government bodies.
Excludes: n/a
LS16
RECORDS OF ORGANIZATION
N/A
CAO
P
Records of high-level corporate documents which dictate organizational structure or planning, including strategic planning, mission
statements, business plans, viability reviews, incorporating documents, and trademarks.
Excludes: bylaws and policies (LS01)
Code
Classification
Notes
Department
Retention
MEDIA AND PUBLIC RELATIONS (MP) - Documents related to the relationship with the media and the general public.
MP01
MEDIA RELEASES
N/A
CAO
15(D)
The final versions of all media releases issued by the Town of Drumheller and posted on the Town of Drumheller website.
Excludes: external publications (MP02); Internal publications (MP03)
MP02
EXTERNAL PUBLICATIONS
N/A
CAO
P
Includes all final and published documents created by the Town of Drumheller for public consumption and includes flyers,
brochures, guides, and other related documents, primarily related to marketing.
Excludes: internal publications (MP03); development advertising (DP02)
DRUMHELLER
VALLEY
Bylaw #25.25, Schedule 'A'
Record Retention and Disposition Schedule
E = Event | P = Permanent | D = Destroy
Page 23 of 23
MP03
INTERNAL PUBLICATIONS
N/A
CAO
P
Includes all final and published documents created by the Town of Drumheller for internal consumption and includes internal
newsletters and other related documents.
Excludes: external publications (MP02)
DRUMHELLER
VALLEY
I
I
I
I