Policy ADMIN-01-020 — Records and Information Management — full text

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POLICY ADMIN-01-020 Municipality of the County of Kings Records and Information Management Policy Category Administration Most Recent Amendment January 3, 2023 First Council Approval October 6, 2020 Future Review Date January 2027 1. Purpose The Municipality of the County of Kings (Municipality) recognizes the importance of a standard and consistent approach to the classification and retention of records and information resources under the custody and control of the Municipality. This Policy establishes a records management program for administration of the receipt, creation, use, maintenance, storage, and ultimate disposition of all records, regardless of format. The Municipality is committed to managing, retaining, and preserving the Municipality's records in a secure and accessible manner. The Municipality recognizes that these resources are valuable corporate assets needed to support effective decision making, meet operational requirements, and to protect the legal, fiscal, historical, and other interests of the Municipality. This Policy supports compliance with the Municipal Government Act (MGA), Part XX of the Municipal Government Act: Freedom of Information and Protection of Privacy, and other pertinent legislation. This Policy also designates responsibility and accountability for the management of records and information resources. 2. Scope This Policy applies to all employees, activities, and records of the Municipality of the County of Kings falling under the authority of the Chief Administrative Officer, and throughout all of Council's committees. Records of authorities, boards, committees, and agencies external to the Municipality to which Members of Council or Staff may be appointed are not subject to this Policy. Records created or accumulated by Members of Council acting in their political or constituency capacity are not corporate records where these records are stored and managed separately from municipal records. 3. Definitions 3.1 Disposition: The final action taken per the Retention and Disposition Schedule which may include, but is not limited to, transfer, destruction, or permanent preservation; 3.2 Record: Recorded information created or received in the transaction of business or pursuance of legal obligations. A record may include books, documents, maps, drawings, photographs, letters, vouchers, papers, and any other thing on which information is recorded or stored by graphic, electronic, mechanical, or other means, but does not include a computer program or any other mechanism that produces records; 3.3 Retention and Disposition Schedule: A systematic listing that prescribes the classification of all records of the Municipality with a plan governing the life cycle of the records from creation or receipt to disposition. The Schedule will comply with the operational, legal, regulatory, financial, or other requirements of the Municipality. POLICY ADMIN-01-020 4. Policy Statements General 4.1 The Municipality will create, classify, maintain, access, retrieve, store, dispose of, and preserve information resources throughout their life cycle in accordance with the standards and procedures prescribed in the Retention and Disposition Schedule (Appendix A), or any pertinent legislation that requires a longer retention period. 4.2 The Municipality will manage information resources as a valuable asset for the following purposes: 4.2.1 Supporting effective and efficient decision making. 4.2.2 Meeting operational requirements. 4.2.3 Ensuring the widest possible use of information resources within the Municipality. 4.2.4 Protecting the legal, financial, operational, and archival interests of the Municipality and the public. 4.2.5 Making available or restricting access to records and information, regardless of format, in accordance with the Municipal Government Act, including Part XX: Freedom of Information and Protection of Privacy legislation and any applicable policies. 4.3 The Municipality shall identify and preserve information resources that reconstruct the evolution of policy and program decisions and other records of archival value. It is the policy of the Municipality to ensure that such information is organized in a manner such that it is readily available for the study of decision making in the Municipality and explanation of the historical experience and role of the Municipality. 4.4 To facilitate an efficient records management and retrieval system, the Municipality shall eliminate the unnecessary collection of information by: 4.4.1 Maintaining only records which are pertinent to the operational, legal, financial, strategic, and archival needs of the Municipality; 4.4.2 Coordinating information collection to avoid duplication; and, 4.4.3 Ensuring that the collection of personal information is in accordance with the MGA, Part XX, Freedom of Information and Protection of Privacy. 4.5 The Municipality will ensure that all information resources, regardless of format, are subject to timely access according to the provisions and limitations of the MGA, Part XX, Freedom of Information and Protection of Privacy. 4.6 The Municipality will ensure that records management functions are incorporated into existing and future information technology applications to the best of the Municipality's abilities. Designated Officer 4.7 The Chief Administrative Officer shall appoint a Designated Officer to administer this Policy. This individual will be responsible for the management and maintenance of the records management program. 4.8 The Chief Administrative Officer and/or Designated Officer may make recommendations to amend the Retention and Disposition Schedule (Appendix A), as needed, for Council approval. Adoption of Retention and Disposition Schedule 4.9 The Municipality adopts the Retention and Disposition Schedule (Appendix A) ("Schedule") as its classification and records retention schedule, in accordance with the Municipal Government Act. Destruction of Records 4.10 Pursuant to s.34(2) Municipal Government Act, the Municipality will not destroy minutes, by-laws, policies, and resolutions of Council. POLICY ADMIN-01-020 4.11 When the Designated Officer determines that the retention period for a given record has ended, as prescribed in the Schedule, the Designated Officer will initiate the steps for disposition of the record in accordance with the requirements of the Schedule. 4.12 Records pertaining to any foreseeable, pending, or current litigation, legal claim, governmental investigation, or audit will not be destroyed until that action is completed. Records pertaining to current requests made under the Freedom of Information and Protection of Privacy Act will not be destroyed until the limitation period for requesting a review or appealing the decision has expired. Records pertaining to current reviews or appeals made under the Freedom of Information and Protection of Privacy Act will not be destroyed until the review or appeal is completed. 4.13 Records which have been authorized for disposition shall be destroyed or transferred in a manner that preserves the confidentiality and security of any confidential information that they may contain. Compliance with Records and Information Management System 4.14 All records in the custody and/or control of the employees of the Municipality are the property of the Municipality. All records of the Municipality must comply with the records and information management provisions of this Policy. All employees and management of the Municipality must comply with this Policy. 5. Responsibilities 5.1 Council and Councillors will: 5.1.1 ensure the Municipality has a current and comprehensive policy to address the management of records and information resources. 5.1.2 periodically review this Policy. 5.2 The Chief Administrative Officer will: 5.2.1 appoint a Designated Officer to administer the Records and Information Management Policy. 5.2.2 propose amendments to the Policy as needed. 5.3 All Employees will: 5.3.1 know and understand their obligations under this Policy and act in accordance with their obligations. 5.3.2 ensure all records they create or receive that are used to support a municipal function or conduct municipal business are managed in accordance with this Policy. 5.3.3 respect the confidentiality of personal or private information they encounter in the course of their duties. 6. Amendments Date Amendments January 3, 2023 Amendment to the Retention and Disposition Schedule; minor, non- substantive grammatical changes. Retention and Disposition Schedule Classification System Contents ADMINISTRATIVE RECORDS Administration Facilities Management Financial Management Human Resources Management Information Management Supplies and Equipment Management EXECUTIVE AND LEGISLATIVE RECORDS Executive Operations Intergovernmental Relations Management Functions OPERATIONAL RECORDS Engineering and Public Works Services Parks Management Planning and Development Public Protection and Safety Services Recreation and Cultural Services Transportation Services Municipality of the County of Kings Records and Disposition Schedule Administration - AD AD1 Administration - General AD2 Accidents AD3 Awards AD4 Campaigns and Canvassing AD5 Ceremonies and Visits AD6 Corporate Identity Program AD7 Associations, Corporations and Companies AD8 Communications - Advertising AD9 Communications - Media Relations AD10 Communications - Public Relations AD11 Inventions, Patents and Copyright AD12 Programming AD13 Risk Management AD14 Committees Classification System Contents Primaries Municipality of the County of Kings Records and Disposition Schedule Classification System Contents Facilities Management - FA FA1 Construction FA2 Facilities Inventory FA3 Land and Structures Acquisition and Disposal FA4 Land Maintenance FA5 Parking Areas FA6 Physical Security FA7 Space Planning FA8 Structures Maintenance Primaries Municipality of the County of Kings Records and Disposition Schedule Classification System Contents Financial Management - FM FM1 Accounts Management - General FM2 Accounts Management - Accounts Payable FM3 Accounts Management - Accounts Receivable FM4 Budgets FM5 Debt Management FM6 Fees and Charges - General FM7 Funds FM8 Investments FM9 Procurement FM10 Taxation Primaries Classification System Contents Human Resources Management - HR HR1 Human Resources Management - General HR2 Diversity Management HR3 Employee History - Current HR4 Employee History - Separated HR5 Employee Relations HR6 Hours of Work HR7 Labour Relations HR8 Leave Management HR9 Occupational Health and Safety HR10 Payroll - Benefits and Deductions HR11 Payroll - Processing HR12 Positions - Classification HR13 Positions - Establishment HR14 Staffing HR15 Training and Development Primaries Classification System Contents Information Management - IM IM1 Forms Management IM2 Information Access and Privacy IM3 Information Security IM4 Manuals Management IM5 Records Management - Description and Records Scheduling IM6 Records Management - Document and File Management IM7 Systems Management - Development IM8 Systems Management - Maintenance IM9 Telecommunication Networks Primaries Classification System Contents Supplies and Equipment Management - SE SE1 Inventory SE2 Maintenance SE3 Surplus and Disposal SE4 Vehicle Fleet Management Primaries Classification System Contents Executive Operations - EX EX1 Commissions of Inquiry EX2 Council EX3 Executive Information Primaries Classification System Contents Intergovernmental Relations - IR IR1 Intergovernmental Relations - General IR2 Aboriginal and Foreign Government Relations IR3 Federal Relations IR4 Provincial and Local Government Relations Primaries Classification System Contents Management Functions - MF MF1 Reports and Statistics MF2 Auditing MF3 Election Management MF4 Incorporation MF5 Legislation MF6 By-Laws Enforcement MF7 Licensing MF8 Litigation MF9 Solicitor Services MF10 Organizational Structure MF11 Permit Management MF12 Policies, Procedures and Standards MF13 Organizational Planning and Review MF14 Contracts and Agreements Primaries Classification System Contents Engineering and Public Works Services - EN EN1 Engineering Services - General EN2 Engineering Services - Construction and Inspection EN3 Engineering Services - Design EN4 Engineering Services - Surveys EN5 Environmental Management EN6 Infrastructure Management - General EN7 Infrastructure Management - Bridges EN8 Infrastructure Management - Civic Addressing EN9 Infrastructure Management - Streets and Roads EN10 Infrastructure Management - Sanitary Sewage EN11 Infrastructure Management - Snow and Ice Control EN12 Infrastructure Management - Storm Drainage EN13 Infrastructure Management - Street Lighting EN14 Infrastructure Management - Traffic EN15 Infrastructure Management - Trees EN16 Infrastructure Management - Water Systems EN17 Solid Waste Management - Collection EN18 Solid Waste Management - Disposal and Diversion EN19 Sidewalks and Trails Maintenance Primaries Classification System Contents Parks Management - PM PM1 Parks Management - Concessions PM2 Parks Management - Individual Parks PM3 Parks Management - Maintenance PM4 Street Management PM5 Open Space and Playground Management PM6 Parks Planning and Development PM7 Waterfront/Riverfront Management Primaries Classification System Contents Planning and Development - PD PD1 Building Inspection PD2 Planning and Development - Civic Addressing PD3 Development - Agricultural Lands PD4 Development - Airport PD5 Development - Commercial PD6 Development - Economic and Industrial PD7 Development - Redevelopment and Revitalization PD8 Development - Residential PD9 Heritage Site Conservation and Preservation PD10 Planning - Land Use By-Law PD11 Planning - Mobile Home By-Law PD12 Planning - Municipal Planning Strategy PD13 Planning - Subdivision By-Law Primaries Classification System Contents Public Protection and Safety Services - PS PS1 Animal Control PS2 Emergency Services - Emergency Managements PS3 Fire Protection - Alarm Systems PS4 Fire Protection - Inspections PS5 Fire Protection - Residential and Commercial Primaries Classification System Contents Recreation and Cultural Services - RC RC1 Community Development RC2 Cultural Services - Activities, Events and Festivals RC3 Cultural Services - Cultural Spaces RC4 Cultural Services - Programming RC5 Recreation and Cultural Facilities Services RC6 Recreation and Sports Services - Events and Tournaments RC7 Recreation and Sports Services - Outdoor Activities RC8 Recreation and Sports Services - Programming RC9 Recreation and Sports Services - Individual Sports RC10 Tourism Primaries Classification System Contents Transportation Services - TR TR1 Transportation Services - Airport TR2 Transportation Services - Accessibility TR3 Transit Services - Bus Primaries Retention and Disposition Schedule for the Municipality of the County of Kings Classification System and Retention Schedule Administration covers activities that do not fit into any other administrative main group, including: Facilities Management, Financial Management, Human Resources Management, Information Management, and Supplies and Equipment Management. Contains information about campaigns and canvassing, ceremonies and visits, corporations and companies, and security. -01 General -02 Subject Files -03 Appointment Books, Calendars and Diaries - FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ADMINISTRATION AD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan AD1 - ADMINISTRATION - GENERAL ACT SA DIS FY + 1 0 D SO+ 1 0 D FY + 1 1 D -01 General -02 Subject Files -03 Non-Employee Accident Report Case Files - AD2 - ACCIDENTS (NON-EMPLOYEES) ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 2 8 D SO Definition(s): -02 Information updated or no longer required SO Definition(s): -02 Information updated or no longer required -03 Accident report filed -01 General -02 Subject Files -03 Awards Case Files - AD3 - AWARDS ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Award issued or received -01 General -02 Subject Files -03 Campaigns and Canvassing Case Files - FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ADMINISTRATION AD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan AD4 - CAMPAIGNS AND CANVASSING ACT SA DIS FY + 1 0 D SO+ 0 0 D FY + 1 0 D -01 General -02 Subject Files -03 Ceremonies and Visits Case files -04 Speeches Case Files - AD5 - CEREMONIES AND VISITS ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 2 0 D SO Definition(s): -02 Information updated or no longer required SO Definition(s): -02 Information updated or no longer required -04 Once Speech is delivered -01 General -02 Subject Files -03 Corporate Identity Program Case Files - AD6 - CORPORATE IDENTITY PROGRAM ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Visual identity tool/object replaced or revised S0 + 1 0 D -01 General -02 Subject Files -03 Associations, Corporations and Companies Case Files - FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ADMINISTRATION AD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan AD7 - ASSOCIATIONS, CORPORATIONS AND COMPANIES ACT SA DIS FY + 1 0 D SO+ 0 0 D SO + 1 0 D -01 General -02 Subject Files -03 Advertising Project Case Files AD8 - COMMUNICATIONS - ADVERTISING ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 0 D SO Definition(s): -02 Information updated or no longer required -03 Information updated or no longer required SO Definition(s): -02 Information updated or no longer required -03 Advertising project concluded -01 General -02 Subject Files -03 Mailing Distribution Lists -04 Media Event Case Files -05 Media Release Project Case Files - AD9 - COMMUNICATIONS - MEDIA RELATIONS ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 0 D SO Definition(s): -02 Information updated or no longer required -03 List no longer required FY + 1 0 D FY + 1 0 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ADMINISTRATION AD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Display Case Files -04 Public Inquiry Case Files -05 Public Relations Project Case Files - AD10 - COMMUNICATIONS - PUBLIC RELATIONS ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 0 D SO Definition(s): -02 Information updated or no longer required -03 Display Case Files -04 Requested inquiry satisfied/action concluded -05 Project completed SO + 1 0 D SO + 1 0 D -01 General -02 Subject Files -03 Inventions, Patents and Copyright Case Files AD11 - INVENTIONS, PATENTS AND COPYRIGHT ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 0 D SO Definition(s): -02 Information updated or no longer required -03 Duration of patent or copyright -01 General -02 Subject Files -03 Programming Case Files AD12 - PROGRAMMING ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 0 D SO Definition(s): -02 Information updated or no longer required -03 Program no longer in place FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ADMINISTRATION AD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Types of Coverage -04 Types of Risk -05 Claims Notification Case Files - AD13 - RISK MANAGEMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 2 0 D SO Definition(s): -02 Information updated or no longer required -06 Claim closed -07 Policy completed or replaced -08 Assessment completed or replaced FY + 2 0 D FY + 1 0 D -06 Claims Case Files -07 Insurance Policy Case Files -08 Risk Assessment Case Files SO + 1 6 D S0 + 2 0 D SO + 2 0 D -01 General -02 Subject Files -03 Committee Case Files AD14 - COMMITTEES ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 2 DP SO Definition(s): -02 Information updated or no longer required -03 Committee activity completed* *Most of the information relating to committees in this secondary will be destroyed at the end of the life cycle because the committees are of a general nature. Depending on the results of an archival appraisal, minutes and reports from some committees may be retained for their evidential value. FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FACILITIES MANAGEMENT FA ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Construction Tender Case Files -04 Construction Case Files FA1 - CONSTRUCTION ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 2 5 DP SO Definition(s): -02 Information updated or no longer required -03 All warranties expired -04 All warranties expired Information relating to the administration of buildings, facilities and properties in the organization. Includes information about the purchase, rental, repair, construction, disposal or maintenance of buildings, facilities or properties. Also includes information about addresses, locations, and signage. SO + 2 5 D -01 General -02 Subject Files -03 Real Property Inventory Case Files -04 Space Inventory Case Files FA2 - FACILITIES INVENTORY ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 2 5 D SO Definition(s): -02 Information updated or no longer required -03 Real Property inventory updated -04 Space inventory updated SO + 2 5 D -01 General -02 Subject Files -03 Land and Structure Acquisition and Disposal Case Files - FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FACILITIES MANAGEMENT FA ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan FA3 - LAND AND STRUCTURES ACQUISITION DISPOSAL ACT SA DIS FY + 1 0 D SO+ 0 0 D SO + 1 6 DP -01 General -02 Subject Files -03 Land Maintenance Case Files FA4 - LAND MAINTENANCE ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 2 5 D SO Definition(s): -02 Information updated or no longer required -03 Land and/or structure sold/transferred, lease/contract expired and/or audited; the land or structure ceases to belong to the organization. Destroy 7 years after, or transfer to new owner. SO Definition(s): -02 Information updated or no longer required -01 General -02 Subject Files -03 Parking Lot Case Files -04 Parking Space Case Files - FA5 - PARKING AREAS ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 2 0 D SO Definition(s): -02 Information updated or no longer required FY + 2 0 D -01 General -02 Subject Files -03 Security Incident Case Files -04 Security System Case Files - FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FACILITIES MANAGEMENT FA ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan FA6 - PHYSICAL SECURITY ACT SA DIS FY + 1 0 D SO+ 0 0 D SO + 2 5 D SO Definition(s): -02 Information updated or no longer required -03 Investigation completed -04 System updated or replaced -01 General -02 Subject Files -03 Space Planning Case Files -04 Move Case Files - FA7 - SPACE PLANNING ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 2 0 D SO Definition(s): -02 Information updated or no longer required -04 Move completed SO + 2 0 D SO + 2 5 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FACILITIES MANAGEMENT FA ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Utilities -04 Janitorial/Cleaning Service Case Files -05 Structures Maintenance Case Files - FA8 - STRUCTURES MAINTENANCE ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 2 0 D SO Definition(s): -02 Information updated or no longer required FY + 2 0 D FY + 2 5 D Information relating to the planning, control, spending and reporting of budgets, and the management of accounts and funds within the organization. Includes guidelines and business practices about budgeting, expenditures, payments, accounting, account transactions, banking transactions, and tax and utility bill collection. FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FINANCIAL MANAGEMENT FM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Detailed Statements of Accounts Case Files -04 Signing Authority Signature Card Case Files -05 Reconciliation Case Files - FM1 - ACCOUNTS MANAGEMENT - GENERAL ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required -04 Signing Authority change Notes: -06 Includes returned cheques and receipt of electronic funds transfer -07 includes other banking information, deposit slips and bank statements SO + 1 6 D FY + 1 6 D -06 Payment Confirmation Case Files -07 Banking Case Files FY + 1 6 D FY + 1 6 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FINANCIAL MANAGEMENT FM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Accounts Payable Batches Case Files -04 Accounts Payable Journals and Ledgers -05 Advances and Allowances FM2 - ACCOUNTS MANAGEMENT - ACCOUNTS PAYABLE ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required -06 Grant Issued Notes: -03 Includes invoices and credit card expenses/statements FY + 1 6 D FY + 1 6 D -06 Grant Issued Case Files -07 Ongoing Fee Case Files -08 Petty Cash Case Files -09 Travel Expenses Case Files SO + 1 6 D FY + 1 6 D FY + 1 6 D FY + 1 6 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FINANCIAL MANAGEMENT FM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Deposit Case Files -04 Grant received Case Files -05 Sales Tax Case Files - FM3 - ACCOUNTS MANAGEMENT - ACCOUNTS RECEIVABLE ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required Notes: -03 Includes cash batches, cash register tapes and receipt books FY + 1 6 D FY + 1 6 D -06 Revenue and Recovery Case Files -07 Write-off Case Files -08 Accounts Receivable Journals and Ledgers FY+ 1 6 D FY + 1 6 D FY + 1 6 D -01 General -02 Subject Files -03 Debt Management Files FM4 - DEBT MANAGEMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Debt paid off FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FINANCIAL MANAGEMENT FM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Capital Budget Case Files -04 Operating Budget Case Files -05 Reserve Funds Case Files - FM5 - BUDGETS ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required Notes: -04 Operating budgets include area rates and general tax rates FY + 1 6 D FY + 1 6 D -06 Trust Case Files -07 Budget Account Transfer Case Files FY + 1 6 D FY + 1 6 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FINANCIAL MANAGEMENT FM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Area Rate Case Files -04 Fines Case Files -05 Local Improvement Charges Case Files - FM6 - FEES AND CHARGES - GENERAL ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Fees and charges collected -04 Fees collected -05 Local improvement fees collected -07 Fees collected SO + 1 6 D SO + 1 6 D -06 Utility Bills Case Files -07 General Revenue Case Files FY + 1 6 D SO + 1 6 D -01 General -02 Subject Files -03 Fund Account Case Files FM7 - FUNDS ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Information no longer required for operations, financial, audit, or legal purposes FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FINANCIAL MANAGEMENT FM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Investments Case Files FM8 - INVESTMENTS ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Investment portfolio closed; investment ceased -01 General -02 Subject Files -03 Vendor information -04 Request for quotations -05 Tenders FM9 - PROCUREMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Information updated or no longer required. Includes vendor evaluations -05 Once project completed -06 Once project completed FY + 1 6 D FY + 1 6 D -06 Request for Proposals -07 Purchase Orders -08 Purchase requisitions -09 Request for qualifications -10 Request for information SO + 1 6 D FY + 1 6 D FY + 1 6 D FY + 1 6 D FY + 1 6 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) FINANCIAL MANAGEMENT FM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Assessment -04 Deed Transfers -05 Deferrals Case Files FM10 - TAXATION ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required FY + 1 6 D FY + 1 6 D -06 Encumbrances -07 Exemptions Case Files -08 Penalties Case Files -09 Prepayments Case Files -10 Tax Affidavits -11 Tax Certificates -12 Tax Sales Case Files FY + 1 6 D FY + 1 6 D FY + 1 6 D FY + 1 6 D FY + 1 6 D FY + 1 6 D FY + 1 6 D Information relating to the administration of employees (which includes the members of council, volunteers, special appointees and contract employees) and employee services. Includes information about the establishment of positions, hiring processes, employee master files, payroll, leave and absenteeism, occupational health and safety, training and development, diversity management, employee assistance and labour relations. FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) HUMAN RESOURCES MANAGEMENT HR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Award Case Files -04 Conflict of Interest Case Files - HR1 - HUMAN RESOURCES MANAGEMENT - GENERAL ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Award issued -04 Conflict resolved S0 + 1 6 D -01 General -02 Subject Files - HR2 - DIVERSITY MANAGEMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D SO Definition(s): -02 Information updated or no longer required -01 General -02 Subject Files -03 Current Employee Master File HR3 - EMPLOYEE HISTORY - CURRENT ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 0 DP SO Definition(s): -02 Information updated or no longer required -03 Employee deceased, resigned, retired, transferred, was terminated or laid off. One year after employee separation, a summary of employee's history is created and employee's record is reclassified to the HR4 category. FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) HUMAN RESOURCES MANAGEMENT HR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Employee Summary Records -04 Separated Employee Case Files -05 Separated Term, Casual and Contract Employee Case Files - HR4 - EMPLOYEE HISTORY - SEPARATED ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 6 60 D SO Definition(s): -02 Information updated or no longer required -03 Date employee separated and creation of employee summary record -04 Date employee separated -05 Date employee separated and creation of employee summary records S0 + 1 6 D S0 + 1 6 D -01 General -02 Subject Files -03 Employee Relations Case Files HR5 - EMPLOYEE RELATIONS ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 No longer required -01 General -02 Subject Files - HR6 - HOURS OF WORK ACT SA DIS FY + 1 0 D S0 + 0 0 D SO Definition(s): -02 Information updated or no longer required FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) HUMAN RESOURCES MANAGEMENT HR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Arbitration Case Files -04 Grievance and Adjudication Case Files -05 Collective Agreement Case Files - HR7 - LABOUR RELATIONS ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Arbitration awarded -04 Grievance settled or adjudicated -05 Current master agreement revised -06 Issue resolved -07 Union no longer in existence SO + 1 6 D SO + 1 6 D -06 Labour Relations Case Files -07 Union Case Files SO + 1 6 D SO + 1 6 D -01 General -02 Subject Files -03 Leave and Absenteeism Case Files HR8 - LEAVE MANAGEMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 2 5 D SO Definition(s): -02 Information updated or no longer required FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) HUMAN RESOURCES MANAGEMENT HR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Accident Claim Case Files -04 Complaint Investigation Case Files -05 Fatal Accident Investigation Case Files - HR9 - OCCUPATIONAL HEALTH AND SAFETY ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 2 8 D SO Definition(s): -02 Information updated or no longer required -03 Legal liability of employer expired -04 Legal liability and risk expired -05 Investigation completed -06 Legal liability of employer expired SO + 1 6 D SO + 2 8 AR -06 Safety and Prevention Case Files SO + 2 8 D -01 General -02 Subject Files -03 Benefits and Deductions Case Files HR10 - PAYROLL - BENEFITS AND DEDUCTIONS ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Employee deceased, resigned, retired, transferred, or was terminated. Destroy when claims for or inquires about pensionable benefits and service time are no longer expected. FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) HUMAN RESOURCES MANAGEMENT HR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Pay Action Inputs -04 Pay History Case Files -05 Payroll Register Case Files - HR11 - PAYROLL - PROCESSING ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required FY + 1 6 D FY + 1 6 D -06 Time Sheet Case Files -07 Honoraria, Stipends and Special Payments FY + 1 6 D FY + 1 6 D -01 General -02 Subject Files -03 Classification of New Position Case Files -04 Group/Position Reclassification Case Files - HR12 - POSITIONS - CLASSIFICATION ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Classification completed -04 Group/position reclassification completed S0 + 1 6 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) HUMAN RESOURCES MANAGEMENT HR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Establishment of Position Case Files HR13 - POSITIONS - ESTABLISHMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 2 D SO Definition(s): -02 Information updated or no longer required -03 Position reclassified or terminated -01 General -02 Subject Files -03 Employment Program Case Files -04 Position Competition Case Files - HR14 - STAFFING ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 1 2 D SO Definition(s): -02 Information updated or no longer required -04 Position filled S0 + 1 2 D -01 General -02 Subject Files -03 Training Program Case Files -04 Conference Case Files - HR15 - TRAINING AND DEVELOPMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 0 0 D SO Definition(s): -02 Information updated or no longer required -03 Program replaced by new training program -04 Conference concluded S0 + 0 0 D Information relating to the planning, creation, access, control, distribution, retention, protection, and disposition of organizational information resources in all formats and media. Includes information about the design, architecture, implementation, and maintenance of information systems, systems management, and other Communications (eg. telecommunications, computer networks, records management). FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) INFORMATION MANAGEMENT IM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Forms History Case Files IM1 - FORMS MANAGEMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 3 0 D SO Definition(s): -02 Information updated or no longer required -03 Form revised or replaced -01 General -02 Subject Files -03 Freedom of Information Case Files -04 Requests for Information - IM2 - INFORMATION ACCESS AND PRIVACY ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Case resolved or closed -04 Case resolved or closed S0 + 1 0 D -01 General -02 Subject Files -03 Information Security Incident Case Files IM3 - INFORMATION SECURITY ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Investigation completed and legal liability expired FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) INFORMATION MANAGEMENT IM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Manuals Distribution Lists -04 Approved Manuals Case Files -05 Manuals Development Case Files - IM4 - MANUALS MANAGEMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 0 D SO Definition(s): -02 Information updated or no longer required -03 Distribution data updated -04 Manual revised -05 Manuals Development Case Files S0 + 1 0 D S0 + 1 0 D -01 General -02 Subject Files -03 Disposition Authorizations Case Files -04 Records Schedules -05 Classification System Development Case Files - IM5 - REC MANAGEMENT - DESCRIPTION AND SCHEDULING ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 6 AR SO Definition(s): -02 Information updated or no longer required -03 Organization no longer exists and information is no longer required for legal or audit purposes -04 Organization no longer exists and information is no longer required for legal or audit purposes -05 Classification system no longer in use -06 No longer required SO + 1 0 AR SO + 1 6 D -06 Description and Records Scheduling Advisory Case Files SO + 0 0 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) INFORMATION MANAGEMENT IM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Records Inventory Case Files -04 Records Transmittal Case Files -05 Document and File Management Advisory Case Files - IM6 - REC MANAGEMENT - DOCUMENT AND FILE MANAGEMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 0 DP SO Definition(s): -02 Information updated or no longer required -03 New inventory produced and required information transferred. Destroy when no longer required to access active or semi-active records, to document disposition of records, or to provide continuing access to archival records. -04 Records destroyed or transferred to the archives.Destroy transmittal records after verification of disposition. Prior to destruction, create disposal record. -05 No longer required -06 No longer required for legal, audit or operational purposes SO + 1 6 DP SO + 0 0 D -06 Records Retrieval Case Files SO + 1 0 D -01 General -02 Subject Files -03 Systems Development Case Files IM7 - SYSTEMS MANAGEMENT - DEVELOPMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 0 DP SO Definition(s): -02 Information updated or no longer required -03 System updated or no longer required. May be destroyed if archival data within the system has migrated to a new system and been verified and required development and documentation records have been created. Development and documentation case files should be retained as long as they are required to support access to data and functionality of the system. Routine information not required for accessible and usable data may be destroyed when it is superseded or obsolete. FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) INFORMATION MANAGEMENT IM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Systems Maintenance Case Files IM8 - SYSTEMS MANAGEMENT - MAINTENANCE ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 0 D SO Definition(s): -02 Information updated or no longer required -03 System administration and maintenance authority verified -01 General -02 Subject Files -03 Network Administration Case Files -04 Network Documentation Case Files -05 Request for Network Service Case Files - IM9 - TELECOMMUNICATION NETWORKS ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 0 D SO Definition(s): -02 Information updated or no longer required -03 Network no longer in use -04 Activity completed and verified. Records and documentation classified under this secondary may be destroyed if a new network has been established and all information required to access archival data has been created. -05 Service completed S0 + 1 0 DP S0 + 1 0 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) SUPPLIES AND EQUIPMENT MANAGEMENT SE ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan Information relating to the receiving, storing, issuing, using, maintaining, repairing, and disposing of equipment and supplies. It includes asset control, inventories, maintenance, repair, surplus, and disposal. This main group covers all equipment and supplies (consumables), including aircraft, vehicles, computer hardware and software, audiovisual and photographic equipment, photocopiers and facsimile machines (fax), laboratory equipment, clothing, furnishings, and office equipment. Audiovisual and photographic equipment includes projectors, tape recorders, video cassette recorders (VCRs), video cameras, camcorders, televisions, and photographic cameras. Computer equipment and supplies include all hardware and peripherals, computer tools, commercial and customized software packages, commercial database and office systems, telecommunication and network systems, and electronic storage media such as magnetic tapes, diskettes, optical disks and imaging equipment. -01 General -02 Subject Files -03 Inventory Case Files FY + 1 0 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Fiscal year or information updated SE1 - INVENTORY ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) SUPPLIES AND EQUIPMENT MANAGEMENT SE ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Maintenance and Repair Case Files -04 Unit History Case Files - SE2 - MAINTENANCE ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 0 D SO Definition(s): -02 Information updated or no longer required -03 Equipment no longer in use -04 Equipment no longer in use S0 + 1 0 D -01 General -02 Subject Files -03 Transfer Case Files -04 Disposal of Surplus Equipment Case Files - SE3 - SURPLUS AND DISPOSAL ACT SA DIS FY + 1 0 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required Note: The retention and disposition of records in this primary are governed by the Surplus Crown Property Disposal Act. FY + 1 6 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) SUPPLIES AND EQUIPMENT MANAGEMENT SE ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Vehicle Unit Management Case Files -04 Vehicle Registration and Licensing Case Files - SE4 - VEHICLE FLEET MANAGEMENT ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Vehicle disposed of or sold, legal disputes and proceedings concluded, and legal risk expired -04 Registration and licenses renewed S0 + 1 0 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) EXECUTIVE OPERATIONS EX ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan IInformation relating to the management of executive functions and activities of the organization. Includes executive background information and records about the Council. Executive records are operational records of the Mayor/ Warden, the Council, and the Chief Administrative Officer (CAO) or equivalent. This section does not include private and personal papers of the Mayor, or members of the Council, relating to political parties or constituency affairs, except those conducted on behalf of council. -01 General -02 Subject Files -03 Commission Case Files FY + 1 2 D S0 + 0 0 D SO + 1 5 D SO Definition(s): -02 Information updated or no longer required -03 Commission report completed EX1 - COMMISSIONS OF INQUIRY ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) EXECUTIVE OPERATIONS EX ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Agendas -04 Minutes -05 Reports to Council - EX2 - COUNCIL ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 2 5 AR SO Definition(s): -02 Information updated or no longer required -03 Council meeting adjourned -04 Council meeting adjourned -05 Council meeting adjourned -06 Council meeting adjourned -07 No longer required for legal, audit, or reference purposes -08 Committee activity completed S0 + 2 5 AR S0 + 2 5 AR -06 Resolutions -07 Recordings of Council and Committee Meetings -08 Committees of Council S0 + 2 5 AR S0 + 2 5 D S0 + 2 5 AR FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) EXECUTIVE OPERATIONS EX ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Current Issues Case Files -04 Mayor's/ Warden's/CAO's Correspondence -05 Mayor's/ Warden's/ CAO's Speeches - EX3 - EXECUTIVE INFORMATION ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 2 5 AR SO Definition(s): -02 Information updated or no longer required --03 Change of Mayor or 4 year electoral cycle -04 Correspondence completed -05 Speech delivered -06 Change of Mayor or 4 year electoral cycle S0 + 2 5 AR S0 + 2 5 AR -06 Mayor's/ Warden's/ CAO's Position Papers S0 + 2 5 AR FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) INTERGOVERNMENTAL RELATIONS IR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan Information relating to relations and agreements with the Government of Canada, other local, Provincial, Territorial, and Aboriginal or foreign governments. Includes councils, conferences, and other forms of cooperation. -01 General -02 Subject Files -03 Twinning Case Files FY + 1 2 D S0 + 0 0 D SO + 1 5 D SO Definition(s): -02 Information updated or no longer required -03 Twinning activity concluded IR1 - INTERGOVERNMENTAL RELATIONS - GENERAL ACT SA DIS -01 General -02 Subject Files -03 Indigenous and Foreign Government Cooperation & Liaison Case Files FY + 1 2 D S0 + 0 0 D SO + 1 5 D SO Definition(s): -02 Information updated or no longer required -03 Cooperation activity concluded IR2 - Indigenous and Foreign Government Relations ACT SA DIS -01 General -02 Subject Files -03 Federal Government Cooperation and Liaison Case Files FY + 1 2 D S0 + 0 0 D SO + 1 5 D SO Definition(s): -02 Information updated or no longer required -03 Cooperation activity concluded IR3 - FEDERAL RELATIONS ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) INTERGOVERNMENTAL RELATIONS IR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Provincial and Local Government Cooperation and Liaison Case Files FY + 1 2 D S0 + 0 0 D SO + 1 5 D SO Definition(s): -02 Information updated or no longer required -03 Cooperation activity concluded IR4 - INTERGOVERNMENTAL RELATIONS - GENERAL ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) MANAGEMENT FUNCTIONS MF ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan Information relating to management functions which are common to all organization departments. Includes annual reporting, strategic planning, policy and program development, auditing, management evaluation and review, legislation development (By-Laws) and litigation. Functions that support and directly relate to operational mandates. -01 General -02 Subject Files -03 Annual Reports -04 Annual Reports Working Papers -05 Other Reports and Statistics - MF1 - REPORTS AND STATISTICS ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 5 0 AR SO Definition(s): -02 Information updated or no longer required -03 Report no longer used for active reference -04 Working papers no longer used for active reference. Destroy seven years after the fiscal year for which the report was created. S0 + 5 0 D FY + 1 6 DP -01 General -02 Subject Files -03 External Audit Case Files -04 Internal Audit Case Files - MF2 - AUDITING ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 AR SO Definition(s): -02 Information updated or no longer required -03 Audit presented and action or recommendation concluded -04 Audit risk or interest expired S0 + 1 6 AR FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) MANAGEMENT FUNCTIONS MF ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Election Case Files -04 Poll Books -05 Voters' List - MF3 - ELECTION MANAGEMENT ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Election concluded; or if election contested, appeal concluded or expired -04 Election concluded; or if election contested, appeal concluded or expired -05 Election concluded; or if election contested, appeal concluded or expired -06 25 days after election concluded; or if contested, 25 days after appeal concluded or expired -07 Election concluded; or if election contested, appeal concluded or expired -08 Election concluded; or if election contested, appeal concluded or expired S0 + 0 0 D S0 + 1 3 D -06 Ballots -07 Official Election Results -08 Nomination Papers S0 + 0 0 D S0 + 1 0 AR S0 + 1 0 AR FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) MANAGEMENT FUNCTIONS MF ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Incorporation Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 AR SO Definition(s): -02 Information updated or no longer required -03 Corporate body is wound up MF4 - INCORPORATION ACT SA DIS -01 General -02 Subject Files -03 By-Law/ Policy of Council Working Papers -04 By-Law/ Policy of Council - MF5 - LEGISLATION ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Amendment to by-law/ policy of council completed -04 By-law/ policy of council replaced by new by-law S0 + 1 6 AR -01 General -02 Subject Files -03 By-Laws Enforcement Working Papers -04 By-Laws Enforcement Case Files - MF6 = BY-LAWS ENFORCEMENT ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Dispute resolved -04 Dispute resolved S0 + 1 6 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) MANAGEMENT FUNCTIONS MF ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Incorporation Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 License expired or replaced by new license MF7 - LICENSING ACT SA DIS -01 General -02 Subject Files -03 Litigation Case Files FY + 1 2 D S0 + 0 0 D SO + 1 20 DP SO Definition(s): -02 Information updated or no longer required -03 File closed. At the end of the 20 year period, will be evaluated by the County and its legal counsel for continuing legal value. The final disposition of the file will be reviewed, and the file will be either destroyed or designated archival. MF8 - LITIGATION ACT SA DIS -01 General -02 Subject Files -03 Solicitor Service Case Files FY + 1 2 D S0 + 0 0 D SO + 1 20 DP SO Definition(s): -02 Information updated or no longer required -03 File closed. At the end of the 20 year period, will be evaluated by the County and its legal counsel for continuing legal value. The final disposition of the file will be reviewed, and the file will be either destroyed or designated archival. MF9 - SOLICITOR SERVICES ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) MANAGEMENT FUNCTIONS MF ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Reorganization Case Files -04 Organization Charts Case Files - MF10 - ORGANIZATIONAL STRUCTURE ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 AR SO Definition(s): -02 Information updated or no longer required -03 Reorganization complete -04 Organization chart updated or replaced by new organization chart S0 + 1 6 AR -01 General -02 Subject Files -03 Permit Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Permit expired or replaced by new permit MF11 - PERMIT MANAGEMENT ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) MANAGEMENT FUNCTIONS MF ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Approved Policy Case Files -04 Policy Development Case Files -05 Administrative Policy Case Files - MF12 - POLICIES, PROCEDURES, AND STANDARDS ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 5 AR SO Definition(s): -02 Information updated or no longer required --03 Policy replaced or revised; reference becomes inactive -04 Policy development concluded -05 Policy replaced or revised -06 Procedure replaced or revised. Destroy 7 years after the policy is replaced or revised. S0 + 1 5 D S0 + 1 6 DP -06 Operational Procedure Case Files S0 + 1 0 D -01 General -02 Subject Files -03 Business Analysis Case Files -04 Long Range System Plan Case Files -05 Strategic Plan Case Files - MF13 - ORGANIZATIONAL PLANNING AND REVIEW ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 5 AR SO Definition(s): -02 Information updated or no longer required -03 Other Planning and Review Case Files -04 Long range system plan replaced or revised and reference becomes semi-active -05 Strategic plan completed S0 + 1 5 D S0 + 1 5 AR -06 Other Planning and Review Case Files FY + 1 2 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) MANAGEMENT FUNCTIONS MF ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Contracts and Agreements Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Contract or agreement expired and audited. After 6 year period, file is to be evaluated for destruction or archival retention. MF14 - CONTRACTS AND AGREEMENTS ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan Information relating to engineering and public works services in the organization. Includes information about the construction and maintenance of local infrastructure, design and survey services, water service, solid waste management, and environmental management. -01 General -02 Subject Files FY + 1 2 D S0 + 0 0 D SO Definition(s): -02 Information updated or no longer required EN1 - ENGINEERING SERVICES - GENERAL ACT SA DIS -01 General -02 Subject Files -03 Construction and Inspection Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Constructed or inspected structure no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. EN2 - ENG SERVICES - CONSTRUCTION AND INSPECTION ACT SA DIS -01 General -02 Subject Files -03 Preliminary Design -04 Working Drawings -05 Final Plan/Design - FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 & -04 Final design completed -50 see SO -03 above. SO + 1 6 D SO + 1 6 DP ACT SA DIS EN3 - ENG SERVICES - DESIGN FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Engineering Services Survey Working Papers -04 Engineering Services Survey Plans and Drawings - EN4 - ENG SERVICES - SURVEYS ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 No longer required for legal, audit, or reference purposes -04 No longer required for legal, audit, or reference purposes S0 + 1 6 AR -01 General -02 Subject Files -03 Environmental Accidents Case Files -04 Environmental Management Case Files - EN5 - ENVIRONMENTAL MANAGEMENT ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Repairs and/or cleanup, as a result of accident, complete -04 No longer required for legal, operational or audit purposes S0 + 1 6 D -01 General -02 Subject Files FY + 1 2 D S0 + 0 0 D EN6 - INFRASTRUCTURE MANAGEMENT - GENERAL ACT SA DIS SO Definition(s): -02 Information updated or no longer required FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Bridge Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Bridge no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after the bridge no longer exists, or transfer records to organization which has jurisdiction over it. EN7 - INFRASTRUCTURE MANAGEMENT - BRIDGES ACT SA DIS -01 General -02 Subject Files -03 Civic Addressing Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Civic address no longer exists or changed to another civic address EN8 - INFRASTRUCTURE MANAGEMENT - CIVIC ADDRESSING ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Easements and Right-of-Ways Case Files -04 Pavement Monitoring Case Files -05 Streets and Roads Case Files - EN9 - INFRASTRUCTURE MNGT - STREETS AND ROADS ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Property no longer under the jurisdiction of the organization. Transfer records to new jurisdiction. -04 Data no longer required for legal, audit, or research purposes -05 Street and/or road no longer exists or no longer under the jurisdiction of the organization. Destroy or transfer records. -06 Property no longer under the jurisdiction of the organization. Destroy or transfer records. S0 + 1 6 D S0 + 1 6 DP -06 Subdivision Case Files S0 + 1 6 DP FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Sewer Connection Case Files -04 Sewer Mains and Manhole Case Files -05 Sewer Treatment Plant Case Files - EN10 - INFRASTRUCTURE MNGT - SANITARY SEWAGE ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Sewer connection discontinued or removed. After 7 year period, records will be evaluated for destruction or permanent retention. -04 Sewer main and/or manhole no longer under the jurisdiction of the organization -05 Sewer treatment plant no longer exists or no longer under the jurisdiction of the organization -06 Pumping station no longer exists or no longer under the jurisdiction of the organization S0 + 1 6 D S0 + 1 6 D -06 Pumping Station Case Files S0 + 1 6 D -01 General -02 Subject Files -03 Snow and Ice Control Case Files FY + 1 2 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required Note: -03 includes salting, sanding and snow removal case files EN11 - INFRASTRUCTURE MNGT - SNOW AND ICE CONTROL ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Engineering Services Survey Working Papers -04 Engineering Services Survey Plans and Drawings - EN12 - INFRASTRUCTURE MNGT - STORM DRAINAGE ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Drainage and/or flood control system no longer exists or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer records. -04 Damage repaired S0 + 1 6 D -01 General -02 Subject Files -03 Street Light Maintenance Case Files FY + 1 2 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required EN13 - INFRASTRUCTURE MNGT - STREET LIGHTING ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Barriers and Speed Bumps -04 Intersections -05 Signalization - EN14 - INFRASTRUCTURE MNGT - TRAFFIC ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 0 DP S0 + 1 0 DP S0 + 1 0 DP -06 Street Line Marking -07 Street Signage FY + 1 6 D S0 + 1 0 DP SO Definition(s): -02 Information updated or no longer required -03 Barrier and/or speed bump no longer exists or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer records. -04 Intersection no longer exists or no longer under the jurisdiction of the organization. See above for DP. -05 Traffic signal no longer exists or no longer under the jurisdiction of the organization. See above for DP. -07 Signage no longer exists or no longer under the jurisdiction of the organization. See above for DP. -01 General -02 Subject Files -03 Tree Management Case Files FY + 1 2 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required EN15 - INFRASTRUCTURE MNGT - TREES ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Pumping Station Case Files -04 Reservoirs Case Files -05 Water Connections and Pressures Case Files EN16 - INFRASTRUCTURE MNGT - WATER SYSTEMS ACT SA DIS FY + 1 0 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Pumping station no longer exists or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer to new jurisdiction. -04 Reservoir no longer exists or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer to new jurisdiction. -05 Water main and/or pipe no longer exists or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer to new jurisdiction. -06 Water treatment plant no longer exists or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer to new jurisdiction. -07 Water system no longer exists or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer to new jurisdiction. SO + 1 6 DP FY + 1 6 D -06 Water Consumption and Meters Case Files -07 Water Mains and Pipes Case Files -08 Water Quality Case Files -09 Water Treatment Plant Case Files -10 Water System Case Files FY + 1 6 D SO + 1 6 DP FY + 1 6 D SO + 1 6 DP SO + 1 6 DP FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Refuse Collection Program Case Files -04 Refuse Collectors - EN17 - SOLID WASTE MANAGEMENT - COLLECTION ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Program discontinued or replaced by new program -04 Refuse collector no longer offering services to the organization S0 + 1 2 D -01 General -02 Subject Files -03 Landfill Sites Case Files -04 Recycling and Composting Program Case Files -05 Recycling, Composting, Landfill & Incineration Vendors Case Files - FY + 1 2 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Landfill site no longer in existence or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer to new jurisdiction.. -04 Program discontinued or replaced by new program. Files will be reviewed and those records that summarize the history of the program will be retained permanently. -05 Vendor no longer offering services to the organization SO + 1 6 DP SO + 1 2 D ACT SA DIS EN18 - SWM - DISPOSAL AND DIVERSION FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) ENGINEERING AND PUBLIC WORKS SERVICES EN ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Individual Sidewalk Case Files -04 Individual Trail Case Files - EN19 - SIDEWALKS AND TRAILS MAINTENANCE ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Property no longer under the jurisdiction of the organization. Transfer records to new jurisdiction. -04 Property no longer under the jurisdiction of the organization. Transfer records to new jurisdiction. S0 + 1 6 DP FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PARKS MANAGEMENT PM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan Information relating to the management of parks and open spaces in the jurisdiction of the organization. Includes information about parks, fields, playgrounds and other open spaces. -01 General -02 Subject Files -03 Concessions Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Concession no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. PM1 - PARKS MANAGEMENT - CONCESSIONS ACT SA DIS -01 General -02 Subject Files -03 Individual Parks Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Park no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. PM2 - PARKS MANAGEMENT - INDIVIDUAL PARKS ACT SA DIS -01 General -02 Subject Files -03 Individual Parks Case Files FY + 1 2 D S0 + 0 0 D FY + 1 6 D SO Definition(s): -02 Information updated or no longer required PM3 - PARKS MANAGEMENT - MAINTENANCE ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PARKS MANAGEMENT PM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Street Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Street no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. PM4 - STREET MANAGEMENT ACT SA DIS -01 General -02 Subject Files -03 Open Space Case Files -04 Playground Case Files - PM5 - OPEN SPACE AND PLAYGROUND MANAGEMENT ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Open space no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. -04 Playground no longer exists or no longer under the jurisdiction of the organization. See above. S0 + 1 6 DP FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PARKS MANAGEMENT PM ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Parks Planning and Development Case Files -04 Program Case Files - PM6 - PARKS PLANNING AND DEVELOPMENT ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Development plan complete -04 Program discontinued or replaced by new program S0 + 1 6 D -01 General -02 Subject Files -03 Waterfront/Riverfront Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 DP SO Definition(s): -02 Information updated or no longer required -03 Waterfront/riverfront property no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. PM7 - WATERFRONT/RIVERFRONT MANAGEMENT ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PLANNING AND DEVELOPMENT PD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan Information relating to land planning strategies, land development, and land use within the jurisdiction of the organization. Includes information about land management, land development, land sub-division, and planning and development projects. -01 General -02 Subject Files -03 Building Inspection Case Files -04 Building Permits - ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 DP FY + 1 10 D PD1- BUILDING INSPECTION SO Definition(s): -02 Information updated or no longer required -03 Building no longer exists or no longer under the jurisdiction of the county. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. Note: -04 Includes the relevant documents for each permit. -01 General -02 Subject Files -03 Civic Addressing Case Files -04 P.I.D. Case Files - ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D S0 + 1 6 DP PD2- PLANNING AND DEVELOPMENT - CIVIC ADDRESSING SO Definition(s): -02 Information updated or no longer required -03 Civic address no longer exists or changed to another civic address. -04 Property no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PLANNING AND DEVELOPMENT PD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Agricultural Lands Development Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Development activity completed or stopped. PD3 - DEVELOPMENT - AGRICULTURAL LANDS ACT SA DIS -01 General -02 Subject Files -03 Individual Parks Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Development activity completed or stopped PD4 - DEVELOPMENT - AIRPORT ACT SA DIS -01 General -02 Subject Files -03 Commercial Development Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Development activity completed or stopped PD5 - DEVELOPMENT - COMMERCIAL ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PLANNING AND DEVELOPMENT PD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Economic and Industrial Development Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Development activity completed or stopped. PD6 - DEVELOPMENT - ECONOMIC AND INDUSTRIAL ACT SA DIS -01 General -02 Subject Files -03 Redevelopment and Revitalization Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Development activity completed or stopped PD7 - DEVELOPMENT - REDEVELOPMENT AND REVITALIZATION ACT SA DIS -01 General -02 Subject Files -03 Residential Development Case Files FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Development activity completed or stopped PD8 - DEVELOPMENT - RESIDENTIAL ACT SA DIS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PLANNING AND DEVELOPMENT PD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Heritage Site Conservation and Preservation Case Files -04 Municipal Heritage Register (index) - ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 DP SO + 1 6 AR PD9 - HERITAGE SITE CONVERSATION AND PRESERVATION SO Definition(s): -02 Information updated or no longer required -03 Heritage site no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. -04 Heritage site no longer exists FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PLANNING AND DEVELOPMENT PD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Amendment Applications -04 Amendments -05 Development Agreement Case Files PD10 - PLANNING - LAND USE BY-LAW ACT SA DIS FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Application accepted. -04 Amendment reflected in new Municipal Planning Strategy and Land Use By-Law -05 Development no longer exists or no longer under the jurisdiction of the organization -06 Development no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after constructed structure no longer exists. If sold or transferred, records are transferred to new organization. -07 By-Law complete -08 By-Law approved and replaced by new by-law. -09 Public inquiry resolved or closed -10 Restrictive covenant no longer enforced -11 Minister approved copy of plan SO + 1 6 D SO + 1 6 D -06 Development Permits -07 Land Use By-Law Working Papers -08 Land Use By-Law- Minister's Approved Copy -09 Public Inquiries -10 Restrictive Covenants Case Files -11 Zoning Confirmations SO + 1 6 DP SO + 1 6 D SO + 1 6 AR SO + 1 6 D SO + 1 6 D SO + 1 6 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PLANNING AND DEVELOPMENT PD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Amendment Applications -04 Amendments -05 Mobile Home Park Construction Permits PD11 - PLANNING - MOBILE HOME BY-LAW ACT SA DIS FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Application accepted -04 Amendment approved -05 Mobile home park no longer exists or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer to new jurisdiction. -06 Mobile home park no longer exists or no longer under the jurisdiction of the organization. Destroy after 7 years or transfer to new jurisdiction. -07 Permit expired or replaced by new permit -08 Plan complete -09 Plan approved and replaced by new plan -10 Public inquiry resolved or closed SO + 1 6 D SO + 1 6 DP -06 Mobile Home Park Permits -07 Mobile Home Permits -08 Plan - Consolidated Copy (Research) -09 Plan - Minister's Approved Copy -10 Public Inquiries SO + 1 6 DP SO + 1 6 D SO + 1 6 D SO + 1 6 AR SO + 1 6 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PLANNING AND DEVELOPMENT PD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Amendment Applications -04 Amendments -05 Municipal Planning Strategy Working Papers - PD12 - PLANNING - MUNICIPAL PLANNING STRATEGY ACT SA DIS FY + 1 0 D S0 + 0 0 D S0 + 1 6 D S0 + 1 6 D S0 + 1 6 D -06 Municipal Planning Strategy- Minister's Approved Copy -07 Public Inquiries S0 + 1 6 AR S0 + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Application accepted -04 Amendment reflected in new Municipal Planning Strategy and Land Use By-Law -05 Municipal Planning Strategy complete -06 Municipal Planning Strategy approved and replaced by new Municipal Planning Strategy -07 Public inquiry resolved or closed FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PLANNING AND DEVELOPMENT PD ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Amendment Applications -04 Amendments -05 Subdivision By-Law Working Papers PD13 - PLANNING - SUBDIVISION BY-LAW ACT SA DIS FY + 1 2 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Application accepted -04 Amendment reflected in new Municipal Planning Strategy and Land Use By-Law -05 By-law complete -06 Subdivision application- preliminary plan complete -07 Final plan complete -08 By-law approved and replaced by new by-law -09 Public inquiry resolved or closed -10 Regulation replaced by new regulation SO + 1 6 D SO + 1 6 D -06 Subdivision Application- Preliminary Plan -07 Subdivision Application -08 Subdivision By-Law- Minister's Approved Copy -09 Public Inquiries -10 Subdivision Regulations SO + 1 6 D SO + 1 6 D SO + 1 6 AR SO + 1 6 D SO + 1 0 D FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PUBLIC PROTECTION AND SAFETY SERVICES PS ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan Information relating to protective services offered by the organization. Includes emergency programs, fire protection, and animal control. -01 General -02 Subject Files -03 Complaint Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D PS1 - ANIMAL CONTROL SO Definition(s): -02 Information updated or no longer required -03 Complaint resolved SO Definition(s): -02 Information updated or no longer required -03 Emergency management discontinued or replaced by new management -01 General -02 Subject Files -03 Emergency Management Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D PS2 - EMERGENCY SERVICES - EMERGENCY MANAGEMENT -01 General -02 Subject Files -03 Smoke Detector Case Files -04 Sprinkler System Case Files - ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO + 1 6 D PS3 - FIRE PROTECTION - ALARM SYSTEMS SO Definition(s): -02 Information updated or no longer required -03 Smoke detector replaced by new smoke detector -04 Sprinkler system replaced by new sprinkler system FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) PUBLIC PROTECTION AND SAFETY SERVICES PS ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Inspection Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D PS4 - FIRE PROTECTION - INSPECTIONS SO Definition(s): -02 Information updated or no longer required -03 Inspection complete. Note: -03 This contains all documents required for an inspection, including floor plans and other supporting documents. -01 General -02 Subject Files -03 Residential and Commercial Fire Prevention Case Files -04 Residential and Commercial Fire Occurrence and Suppression Case Files - ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO + 1 6 D PS5 - FIRE PROTECTION - RESIDENTIAL AND COMMERICAL SO Definition(s): -02 Information updated or no longer required -03 Information updated or no longer required -04 Residential and/or commercial fire expunged FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) RECREATION AND CULTURAL SERVICES RC ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan Information relating to recreation and cultural services in the organization. Includes information about art galleries, museums, libraries, recreation programs, sporting events and other special events. -01 General -02 Subject Files -03 Community Development Case Files -04 Programs Case Files - ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D SO + 1 6 D RC1 - COMMUNITY DEVELOPMENT SO Definition(s): -02 Information updated or no longer required -03 Community organization no longer exists or no longer requiring services from organization -04 Program discontinued or replaced by new program -01 General -02 Subject Files -03 Cultural Activities, Events and Festivals Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D RC2 - CULTURAL SERVICES - ACTIVITIES, EVENTS AND FESTIVALS SO Definition(s): -02 Information updated or no longer required -03 Activity, event or festival concluded -01 General -02 Subject Files -03 Individual Cultural Spaces Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D RC3 - CULTURAL SERVICES - CULTURAL SPACES SO Definition(s): -02 Information updated or no longer required -03 Cultural centre no longer exists or no longer being utilized for organization's services FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) RECREATION AND CULTURAL SERVICES RC ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Programming Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D RC4 - CULTURAL SERVICES - PROGRAMMING SO Definition(s): -02 Information updated or no longer required -03 Program discontinued or replaced by new program -01 General -02 Subject Files -03 Individual Facility Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D RC5 - RECREATION AND CULTURAL FACILITIES SERVICES SO Definition(s): -02 Information updated or no longer required -03 Facility no longer exists or no longer being utilized for organization's services -01 General -02 Subject Files -03 Rec and Sports, Event and Tournament Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D RC6 - REC AND SPORTS SERVICES - EVENTS AND TOURNAMENTS SO Definition(s): -02 Information updated or no longer required -03 Event, or tournament concluded FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) RECREATION AND CULTURAL SERVICES RC ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Outdoor Activities Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D RC7 - REC AND SPORTS SERVICES - OUTDOOR ACTIVITIES SO Definition(s): -02 Information updated or no longer required -03 Information updated or no longer required -01 General -02 Subject Files -03 Programming Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 D RC8 - REC AND SPORTS SERVICES - PROGRAMMING SO Definition(s): -02 Information updated or no longer required -03 Program discontinued or replaced by new program -01 General -02 Subject Files -03 Coach Contact Lists -04 Individual Sports Case Files - FY + 1 2 D S0 + 0 0 D S0 + 0 0 D SO + 1 6 D SO Definition(s): -02 Information updated or no longer required -03 Information updated or no longer required -04 Information updated or no longer required RC8 - REC AND SPORTS SERVICES - INDIVIDUAL SPORTS FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) RECREATION AND CULTURAL SERVICES RC ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Tourism Case Files ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 5 D RC9 - TOURISM SO Definition(s): -02 Information updated or no longer required -03 No longer required for operational, legal or audit purposes FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) TRANSPORTATION SERVICES TR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan Information relating to the delivery of transportation and transit services in the organization. Includes information about buses, airports and water transportation. -01 General -02 Subject Files -03 Airport Case Files -04 Issues Case Files - ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 1 6 DP SO + 1 6 D TR1 - TRANSPORTATION SERVICES - AIRPORT SO Definition(s): -02 Information updated or no longer required -03 Airport no longer exists or no longer under the jurisdiction of the organization. Destroy 7 years after the airport no longer exists, or transfer files to new jurisdiction. -04 Issue resolved -01 General -02 Subject Files -03 Routes and Schedules -04 Transportation Services- Accessibility Case Files - ACT SA DIS FY + 1 2 D S0 + 0 0 D S0 + 0 0 D SO + 1 6 D TR2 - TRANSPORTATION SERVICES - ACCESSIBILITY SO Definition(s): -02 Information updated or no longer required -03 Information updated or no longer required -04 Service discontinued or replaced by new service FY: Fiscal Year OPR: Office of Primary Responsibility SO: Superseded/Obsolete D: Destruction DIS: Disposition SA: Semi-Active (Storage) TRANSPORTATION SERVICES TR ACT: Active (Kept in Office) AR: Archival Retention DP: Disposition Plan -01 General -02 Subject Files -03 Routes and Schedules -04 Bus Service Case Files -05 Bus Shelter Case Files - FY + 1 2 D S0 + 0 0 D S0 + 0 0 D SO Definition(s): -02 Information updated or no longer required -03 Information updated or no longer required -04 Service discontinued or replaced by new service -05 Shelter no longer exists or replaced by new shelter SO + 1 6 D SO + 1 6 D ACT SA DIS TR3 - TRANSIT SERVICES - BUS