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Policy Statement
The Township of South Stormont (Township) creates, receives, and uses records and
information, recognizing them as essential corporate assets that support effective
decision-making, fulfil operational requirements, promote openness and
transparency, safeguard legal, fiscal, and other interests of the Township, and
comply with applicable legislative requirements.
Objectives
The purpose of this policy is to provide consistent standards and guiding actions for
records and information management regardless of format or medium in accordance
with the following seven principles:
1. Accountability: the Township is responsible for maintaining accurate and
complete records and information on their decisions and actions.
2. Transparency: the Township operates in an open manner, making its records
and information accessible to the public.
3. Trustworthiness, integrity, and authenticity: records and information the
Township keeps must be authentic, maintain their integrity and ensure
reliability.
4. Access and availability: Township records and information should be easily
accessible to authorized individuals, including Township employees and the
public, as appropriate.
5. Compliance: the Township must adhere to all relevant legislation, policies,
procedures, and best practices related to records and information
management.
6. Security: sensitive and confidential records and information must be securely
protected against unauthorized access, alteration, or destruction.
7. Protection: the Township must protect its records and information from risks
such as data breaches, physical damages, and other threats.
Scope
This policy applies to:
- Records and information in all formats within the Township's custody and
control, including active, inactive, permanent, and archival record holdings
TOWNSHIP OF SOUTH STORMONT
Title: Records and Information Management Policy
Schedule "A" to By-law No. 2025-015
Policy Category: Administration
Effective Date: March 3, 2025
Revision:
- All Township employees, consultants, contractors, part-time employees, and
volunteers who create and use records and information during the course of
their duties for the Township
- Records and information of the Mayor and members of Council that are created
and used to carry out Township business.
Definitions
Records and Information: Any unit of information however recorded, whether in
printed form, on film, by electronic means, or otherwise, and includes
correspondence, memoranda, plans, maps, drawings, graphic works, photographs,
film, microfilm, sound recordings, videotapes, machine readable records, an e-mail
and any other documentary material regardless of physical form or characteristics,
made or received in the course of the conduct of Township business.
Monitoring and Compliance
The Director of Corporate Services, or their designate, is responsible for the
implementation, oversight, and administration of this policy.
In cases of policy violation, the Township may investigate and determine appropriate
corrective action, as non-compliance may result in a breach of legislative
requirements, leading to legal consequences for the individuals or the Township.
Authority and Related Policies
Legislated Requirements:
Municipal Act, 2001
Municipal Freedom of Information and Protection of
Privacy Act
Related Policies:
Records Retention By-law
Contact
Director of Corporate Services/Clerk
Township of South Stormont
2 Mille Roches Road, P.O. Box 84
Long Sault, ON K0C 1P0
[email protected]