HomeMy WebLinkAboutBy-law No. 2014-091 BY-LAW NUMBER 2014-091
OF
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BEING A BY-LAW TO ESTABLISH A SCHEDULE
OF RETENTION PERIODS FOR RECORDS
WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, provides
that the Council of a Municipality may, subject to the approval of the municipal
auditor, establish retention periods during which the records of the municipality
and local boards of the municipality must be retained and preserved;
AND WHEREAS a Municipality shall not destroy any of its records except in
accordance with a by-law passed by the Municipality;
AND WHEREAS the Auditor for the Corporation of the Municipality of Bayham
has indicated its approval of the retention periods to the extent that they are
appropriate for their purposes in a letter dated August 15, 2014;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE
MUNICIPALITY OF BAYHAM HEREBY ENACTS A BY-LAW AS FOLLOWS:
SHORT TITLE
This By-law may be cited as the "Records Retention By-law".
Section 1-Definitions
1.1 For the purposes of this By-law:
1.1.1 "Administrator" shall mean the Administrator of the Corporation of the
Municipality of Bayham.
1.1.2 "Auditor" shall mean the person or firm appointed by the Council of the
Corporation of the Municipality of Bayham from time to time to perform
the annual audit of the financial records of the Corporation.
1 .1.3 "Reception Equipment" shall mean the equipment or digital recorder
device used to receive or record the personal information collected
through video equipment.
1.1 .4 "Record" shall include but not be limited to information however recorded
or stored whether in printed form, on film, by electronic means or
otherwise, and includes documents, financial statements, minutes,
accounts, correspondence, memoranda, plans, maps, drawings,
photographs, recordings and films.
1.1.5 "Staff' shall mean the duly appointed staff of the Corporation of the
Municipality of Bayham.
1.1.6 "Storage Device" shall mean a videotape, computer disk or drive, CD
Rom, DVD, computer chip or other device used to store visual, audio or
other images captured by video equipment.
1.1.7 "Transitory Record" shall mean records that have temporary usefulness
and are not required to meet statutory obligations, set policy, establish
guidelines or procedures, certify a transaction, become a receipt or
provide evidence of legal, financial, operational or other decisions of the
municipality including records such as:
a) Additional duplicate copies
b) Telephone messages
c) E-mail
d) Working papers/drafts
e) Miscellaneous notices or memoranda
f) External publications
g) Unsolicited advertising information
h) Tapes or notes from a meeting for which the minutes or
reports have been adopted or finalized
1.1.8 "Video Equipment" means video, physical or other mechanical,
electronic, digital or wireless surveillance system or device that enables
continuous or periodic video recording, observing or monitoring of
personal information about individuals in open, public spaces including
an audio device, thermal imaging technology or any other component
associated with capturing an image.
Section 2-General Provisions
2.1 The Schedules attached hereto as Schedule "1", "2" and "3" are herby
approved and adopted forming part of this By-law.
2.2 The retention periods for the records of the Municipality of Bayham as
outlined in Schedule "1" attached hereto, are hereby adopted and
established as the retention periods for each such record.
2.3 The retention period listed in Schedule "1" shall be the number of years,
unless the period of time is indicated to be other than years, indicated in
the column entitled "Retention".
2.4 Transitory records unless otherwise specified in Schedule "1", or unless
required for legal, financial, operational purposes or as otherwise provided
by law, may be destroyed at any time.
2.5 The Administrator has the authority to destroy records, for which a
retention period for the records has been established in Schedule "1" of
this By-law, and the retention period has expired.
2.6 The Administrator shall make a record of those documents destroyed.
The record of destroyed documents shall be maintained in accordance
with the retention period established for such record in Schedule "1" of this
By-law.
2.7 Prior to any municipal record being destroyed in accordance with the
retention periods in Schedule "1" of this By-law, the Staff shall submit a
request in writing to the Administrator on a form attached hereto as
Schedule "2".
2.8 When the records approved for destruction are destroyed or transferred to
a museum, archives or library by the Administrator, such records shall be
listed on the form as attached hereto as Schedule "3", and duly witnessed.
2.9 That this By-law shall come into full force and effect on January 1st, 2015.
2.10 By-law No. 1996-046 of the Village of Port Burwell, as amended shall be
repealed, in its entirety, immediately upon this By-law taking effect.
READ a FIRST, SECOND and THIRD TIME and finally passed this 21th day of
August, 2014.
PAUL ENS
MAYOR
LYNDA MILLARD
CLERK
CORPORATION OF THE MUNICIPALITY OF BAYHAM
SCHEDULE 1 TO BY-LAW 2014-091
RECORDS RETENTION BY-LAW
RECORDS RETENTION SCHEDULE
In this Schedule the following applies:
C = Current Year
P = Permanent
S - Superseded (Replaced)
T = Termination of employment, office, event, or closure of
file
A ADMINISTRATION RETENTION
A-00 Administration—General
Scope: Includes administrative records, which cannot be classified
elsewhere. Use only if no other heading is available. C+1
Notes:
A-01 Associations &Organizations
Scope: Includes correspondence, minutes, agenda, notices and reports
regarding external organizations and associations to which staff or
the Municipality belongs or with which they communicate in the C+1
course of their duties.
Notes: Excludes
Intergovernmental Relations A-16
A-02 Staff Committees and Meetings
Scope: Includes records regarding the activities of staff committees and
meetings. Includes notices of meetings, agenda, and minutes.
C+3
Notes: Excludes
By-laws, Minutes, Motions & Resolutions C-01
Council/Committee Agenda C-04
A-03 Computer/Information Systems
Scope: Includes records regarding all types of information systems in use.
Includes computer hardware, computer software, data transmission,
system design and implementation, quality control, office automation,
and electronic correspondence management. S+5
Notes: Excludes
Security A-18
A-04 Conferences and Seminars
Scope: Includes invitations, approvals, agenda, and other records regarding
conferences, conventions, seminars and special functions attended C+1
by staff, or sponsored by the municipality.
Notes:
A-05 Consultants
Scope: ;ncludes correspondence, proposals, resumes and other documents
egarding the selection, appointment and monitoring of consultants. C+1
Notes: Excludes
Quotations and Tenders F-18
A-06 Inventory Control
Scope: Includes inventory statements and reports, and all other records
regarding the control of supplies,fuel and small equipment stock T+1
levels.
Notes: T= Disposal of item
A-07 Office Equipment and Furniture
Scope: Includes records regarding the design and maintenance of owned
and leased office equipment and furniture. Includes chairs, desks,
tables, photocopiers, printers, microfiche readers. T+1
Notes: T= Disposal of item
Excludes
Assets F-06
A-08 Office Services
Scope: Includes records regarding rates and services provided by courier,
mail and postage firms. Also includes records regarding the inter C+1
office mail system, internal printing and word processing services.
Notes:
A-09 Municipal Policies and Procedures
Scope: Includes Municipal policy and procedure manuals, guidelines and
directives. P
Notes:
A-10 Records Management
Scope: Includes information regarding the management of corporate
records.
S+1
Notes: Excludes
Municipal Policies and Procedures A-09
Records Disposition A-11
A-11 Records Disposition
Scope: Includes records regarding the disposition or transfer of municipal
records. Includes the disposal method used and forms authorizing P
and describing the destruction or transfer of records.
Notes:
A-12 Telecommunications Systems
Scope: Includes records regarding all types of telecommunications systems.
includes telephone systems, facsimile machines, base and mobile
stations, towers, antennae, police and fire communications systems,
and 911 emergency systems. S+1
Notes: Excludes
Assets F-06
Contracts&Agreements L-03
A-13 Travel &Accommodation
Scope: Includes records regarding travel and accommodation arrangements. C+1
Notes:
A-14 Uniforms &Clothinq
Scope: Includes records regarding uniforms and special clothing used by
municipal staff members, fire fighters' clothing and safety clothing P
used by utilities operators.
Notes:
A-15 Vendors &Suppliers
Scope: Includes records regarding vendors and suppliers of goods and
services as well as information about these goods and services, such
as catalogues, price lists and correspondence. C+1
Notes: Excludes
Purchase Orders and Requisitions F-17
Office Equipment& Furniture A-07
A-16 Intergovernmental Relations
Scope: Includes correspondence and other records of a general nature
regarding the relationship between the municipality and all other C+4
levels of government including MP and MPP.
Notes:
A-17 Accessibility of Records(F.O.I)
Scope: Includes documents regarding the municipality's responsibilities
under the Municipal Freedom of Information and Protection of
Privacy Act, and records regarding the handling of requests under C+1
the Act.
Notes:
A-18 Security
Scope: Includes reports, requests, logs, and other records regarding the
security of offices,facilities and properties including security passes, C+4
parking passes, control of keys and computer and telephone
passwords.
Security Surveillance
Scope: Includes any records from video equipment, reception equipment or
storage devices.
Notes: Excludes records retained for criminal, safety or security 35 Days
investigations or records for evidentiary purposes as set out in the
Municipal Video Surveillance Policy.
A-19 Municipal Facilities Construction. Renovations and Maintenance
Scope: Includes records for the planning, construction and renovation of
municipal facilities. Includes site meetings, consultant's reports, and S+1
cost reports. Also includes architectural and engineering drawings.
Notes:
A-20 Municipal Outdoor Recreational Property Maintenance
Scope: Includes records regarding the maintenance of the municipality's
exterior non-structural properties, such as parks, landscaping, S+1
grounds keeping and grass cutting.
Notes:
A-21 Facilities Bookings
Scope: Includes copies of permits and bookings issued for the rental of
recreational and administrative facilities for specific activities. C+1
Notes:
A-22 Accessibility
Scope: lcludes records relating to the accessibility of municipal buildings
and information to persons with disabilities. T+g
Notes:
A-23 Cemetery Records
Scope: Includes burial permits, maps, plot ownership records, interment
registers, and indexes for municipal cemeteries and abandoned
cemeteries.
Notes:
C COUNCIL&BY-LAWS
C-00 Council & By-laws—General
Scope: Includes records regarding Council, Committee and Boards, which
cannot be classified elsewhere. Use only if no other heading is C+1
available.
Notes:
C-01 By-laws, Minutes, Motions & Resolutions
Scope: icludes final versions of the municipality's by-laws, motions,
resolutions, amendments and attachments that are legally part of the I'
by-laws, motions and resolutions.
Notes:
C-02 By-laws, Motions and Resolutions Other Municipalities
Scope: Includes final versions of by-laws, motions and resolutions of other
municipalities, which are of interest. C+1
Notes:
C-03 Council/Committee Correspondence
Scope: Includes correspondence resulting from Council/Committee
meetings. C+4
Notes:
C-04 Council/Committee Agenda
Scope: Includes agendas of all meetings of Council and Committee. C+1
Notes:
C-05 Elections
Scope: Includes returned notices, lists of officials, voters' lists, nominations,
election results, preliminary voters lists, oaths taken by council
members and information on ward boundaries. Includes advertising. 1+4
Notes: T= day action took effect, or voting day
Ballots: 120 days after voting or resolution of recount
C-06 Goals and Objectives
Scope: Includes records concerning strategic planning, goals and objectives,
and mission statements. 3+1
Notes:
C-07 Reports
Scope: Includes all reports to Council and Committee.
Notes:
C-08 Boards and Committees
Scope: includes appointments by Council of staff, council members and
outside appointees or nominees to Committees or Council. P
Notes:
D DEVELOPMENT& PLANNING
D-00 Development& Planning—General
Scope: Includes records regarding development and planning which cannot
be classified elsewhere. Use only if no other heading is available. C+1
Notes:
D-01 Demographic Studies
Scope: Includes records regarding trends in population growth, census
reports, and density studies.Also includes records regarding the
type, level and rate of growth of employment, unemployment C+6
statistics and composition of the workforce.
Notes: Excludes
Vital Statistics L-08
D-02 Economic Development
Scope: Includes records regarding the growth of the economy. Includes
studies, statistics and projections. May also include other
Municipal/County projections, strategic plans, studies and proposals.
C+6
Notes: Excludes
Demographic Studies D-01
Tourism Development D-06
Industrial/Commercial Development D-20
D-03 Green Energy-Sustainabilitv
Scope: Includes records regarding green energy, energy conservation and
sustainability. C+6
Notes:
D-04 Property Rolls
Scope: Includes records all records for each property within the municipality. C+6
Notes:
D-05 Natural Resources
Scope: Includes records regarding the management and preservation of
forests, records regarding the characteristics of various minerals as
well as mineral deposits, and other natural resources information. C+6
Notes:
D-06 Tourism Development
Scope: Includes records regarding the tourism industry and efforts made to
promote and encourage tourism. C+6
Notes:
D-07 Official Plans and Amendments
Scope: Includes the official plan and amendments to the official plan. Also
includes secondary plans and amendments, containing detailed
objectives and policies concerning the planning, development, and
redevelopment of specific planning districts. Includes statutory public
meetings,focus groups and appeals.
Notes:
D-08 Official Plans and Amendments(Other Municipalities)
Scope: Includes applications to amend the official plan or secondary plans,
background reports, notices, resolutions and decisions, and appeals C+1
of other municipalities of interest or affecting the Municipality.
Notes:
D-09 Severances/Consents
Scope: Includes records regarding the granting of severance to parcels of
land including application for severance. P
Notes:
D-10 Site Plan Control
Scope: Includes records regarding the provision of services to individual land
sites. Includes water, sewage, utility approvals, comments and
correspondence.Also includes correspondence regarding parking P
areas, drainage and driveways.
Notes:
D-11 Subdivision Plans
Scope: Includes records regarding the approval of plans of subdivisions
(both residential and commercial). Includes drawings,technical
reports, and correspondence, written comments, working notes and
background information. Includes clearance letters, draft approved P
plans, applications, registered plans, and changes to approved
plans.
Notes:
D-12 Variances
Scope: Includes records regarding the granting of variances in land use
including zoning applications from existing zoning regulations.
Notes:
D-13 Zoning
Scope: Includes records and standards regarding the designation of zones
for land use planning purposes. P
Notes:
D-14 Easements
Scope: Includes all records on Rights of Way and Easements concerning
municipal ownership of private lands in order to maintain public
service.
Notes:
D-15 Encroachments
Scope: Includes all records regarding private properties encroaching on
municipal lands. Also includes surveys and any other related
documentation.
Notes:
D-16 Annexation/Amalgamation
Scope: Includes all records pertaining to the annexing and amalgamating of
land adjacent to municipal lands to accommodate growth or other
purposes. May include studies on restructuring, green belt and buffer P
zone areas.
Notes:
D-17 Community Improvement Projects
Scope: Includes records, studies, statistics and any required background S+6
information on community development programs.
Notes:
D-18 Municipal Addressing
Scope: Includes records regarding requests for and assignment of new
subdivision and other street names and numbers. May include 5+6
correspondence, reports and drawings.
Notes:
D-19 Reference Plans
Scope: Includes Registered Plans, site plans and property survey plans as
received from the Registry Office. P
Notes:
D-20 Industrial/Commercial Development
Scope: Includes records regarding promotion and development of industry
and commerce. p
Notes:
D-21 Agricultural Development
Scope: Includes all records regarding development of agricultural growth.
Notes:
D-22 Digital Mapping -GIS
Scope: Includes all records used to produce maps and updates in digital
format. Includes all GIS tracking and mapping data. C+3
Notes:
E ENVIRONMENTAL SERVICES
E-00 Environmental Services-General
Scope: Includes records regarding environmental services,which cannot be
classified elsewhere. Use only if no other heading is available. C+1
Notes:
E-01 Sanitary Sewers
Scope: 'cludes records regarding the design, construction and maintenance
of sanitary sewers and septic systems.
Notes: Excludes T+6
Waste Management E-07
Storm Sewers E-02
Treatment Plants E-03
E-02 Storm Sewers
Scope: Includes records regarding the design, construction and maintenance
of storm sewers. T+6
Notes:
E-03 Treatment Plants
Scope: includes records regarding the operation of treatment and pumping
stations and lagoons. C+6
Notes:
E-04 Trees
Scope: includes records of tree removal, planting, trimming, pruning and
preservation.
Notes: C+6
E-05 Environmental Monitoring
Scope: Includes records regarding the routine monitoring of water quality,
water quantity and air quality as well as responses to interference
with quality or quantity.Also includes monitoring and control of C+6
creeks and floods, weeds, noise, erosion, top soil and storm water
Notes:
E-06 One Call
Scope: Includes all documents associated with one call notification requests. T+6
Notes:
E-07 Waste Management
Scope: Includes records regarding the collection and disposal of waste.
Includes landfill site records, recycling, energy from waste, source
separation, collection services and composting. May also include C+6
Certificate of Approval and related documentation.
Notes:
E-08 Water Works
Scope: Includes records regarding the design, construction and maintenance
of water mains, tanks, pipelines and related facilities and equipment. S+6
Notes:
E-09 Municipal Drains
Scope: Includes records regarding the design, construction and maintenance
of rural drains. Also includes engineer reports, petitions, S+6
assessments, general specifications and correspondence.
Notes:
E-1 0 Pits &Quarries
Scope: Includes records regarding the design, construction & maintenance
of all pits &quarries. Includes engineer's reports, assessments,
general specifications and correspondence. C+6
Notes: Excludes
Licences P-07
E-11 Nutrient Management
Scope: Includes records and information regarding the nutrient management C+6
Notes:
E-12 Private Sewage Disposal Systems
Scope: Includes records and information regarding private sewage disposal C+6
systems
Notes:
E-13 Water Monitoring &Sampling
Scope: Includes records regarding the routine monitoring of water quality,
water quantity, annual reports, and chemical samples collected
quarterly(trihalomethanes, nitrate and nitrites), as well as responses
to interference with quality or quantity.Also includes monitoring and
control of creeks and floods, weeds, noise, erosion, top soil and S+6
storm water.Also includes operational checks, weekly and monthly
microbiological sampling and testing, chain of custody, report of
analysis and adverse samples.
Notes:
E-14 Chemical Sampling of Water
Scope: ncludes chemical samples collected and tested, inorganic and
organics lead, sodium and fluoride samples collected and engineer C+6
evaluation reports
Notes:
E-15 Well Records
Scope: Includes well records, certificate of approvals, original engineer
reports and maintenance manuals P
Notes:
E-16 Air Quality Monitoring
Scope: Includes records regarding the routine monitoring of air quality as
well as responses to interference with quality or quantity P
Notes:
E-17 Utility Accounts
Scope: Includes records regarding individual utility accounts. C+6
Notes:
F FINANCE &ACCOUNTING
F-00 Finance and Accounting—General
Scope: Includes records regarding finance and accounting, which cannot be
classified elsewhere. Use only if no other heading is available. C+1
Notes:
F-01 Accounts Payable
Scope: Includes records documenting funds payable by the municipality,
including paid invoices, receipts, petty cash receipts, conventions
registration fees, copies of cheques issued to pay accounts, rebates, C+6
levies payable, reports, telephone bills, membership fees, employee
and council expenses and receipts issued.
Notes:
F-02 Accounts Receivable
Scope: Includes records documenting funds owing to the municipality
including invoices, billing listings, requests from mortgage companies
and recoveries reports. Includes correspondence related to collection
tax and supporting documentation. C+6
Notes: Excludes
Write-offs F-23
Tax Rolls and Tax Arrears F-22
F-03 Audits
Scope: Includes records regarding internal and external financial audits of
accounts.
Notes:
F-04 Banking
Scope: ncludes records regarding banking transactions and relationships
with banks. Includes bank reconciliation and deposit records.
Notes: C+6
F-05 Budgets and Estimates
Scope: Includes original departmental and corporate budgets and
amendments, both capital and operating. P
Notes:
F-06 Assets
Scope: Includes records regarding current and fixed assets. Includes
inventories as well as records of initial expenditure, depreciation,
amortization, and disposal.
Notes: T=disposal of asset
F-07 Cheques
Scope: Includes all cancelled cheques issued. Also includes cheque
requisitions, cheque listings, and supporting documents used to
authorize issuance of cheques, cheque vouchers, N.S.F. cheques C+6
and bank statements.
Notes:
F-08 Debentures and Bonds
Scope: Includes records regarding debentures and bonds issued. Includes
information regarding the initial issuance of the debenture or bond as P
well as all records of payments made to investors.
Notes: T=Debentures surrendered for exchange/cancellation
F-09 Employee and Council Expenses
Scope: includes travel and meeting expense statements and all receipts
submitted by employees or Council and Committee members to C+6
substantiate their claims.
Notes:
F-10 Financial Statements
Scope: Includes the Consolidated statement of financial position,
consolidated statement of operations, consolidated statement of
change in net financial assets, consolidated statement of changes in
cash flows, as well as the notes to the consolidated financial
statements.
Notes:
F-11 Grants and Loans
Scope: Includes records regarding revenue generated in the form of grants-
in-lieu, provincial and federal grants, loans and subsidies.Also
includes submissions, acknowledgements, reports and applications.
Notes:
F-12 Investments
Scope: Includes records regarding the municipality's investments after the
maturity date, term deposits, and promissory notes. C+6
Notes: T=closure of account
F-13 Journal Vouchers
Scope: Includes completed journal voucher forms, input forms, and all
background documentation used to substantiate journal entries.
Notes: C+6
F-14 Subsidiary Ledgers, Registers, and Journals
Scope: Includes all subsidiary ledgers, registers, and Journals such as
Payment and Receipt Journals, Payroll Registers, and Debenture P
Registers.
Notes:
F-15 General Ledgers and Journals
Scope: Includes all records in the Books of Original Entry and I rial
Balances. p
Notes:
F-16 Payroll
Scope: Includes all records of payments of salary, wages and deductions to
employees. Includes pay lists, Garnishees, T4 Slips, CRA Reports
and Statistics Canada reports.Also includes honoraria and fees to
Council.
Notes: Permission to destroy records related to the Employer Health Tax C+6
must be obtained from the Minister of Finance.
Permission to destroy C.P.P. and Employment Insurance records
prior to the expiration of their retention period must be obtained from
the Minister of Revenue.
F-17 Purchase Orders & Requisitions
Scope: Includes purchase orders and requisitions, blanket orders, and all
background documentation, which matches the packing slips
authorizing the procurement of goods and services. C+6
Notes: Excludes
Quotations and Tenders F-18
F-18 Quotations and Tenders
Scope: includes records regarding quotations and tenders obtained from
suppliers of goods and services. Includes Requests for Proposal,
Quotes, Invitations to Tender, Proposals, Tender Submissions, Pre- C+6
qualifications, and all documentation regarding the selection process.
Notes:
F-19 Receipts
Scope: Includes receipts issued for payment of items including licenses,
rentals and taxes. C+6
Notes:
F-20 Reserve Funds
Scope: Includes records documenting obligatory and/or discretionary reserve
funds including reserves for working funds, contingencies,future
capital projects, and information systems. To include all natural
disaster funds and applications for payment for damages suffered
(Tornado, Wind, Flood)
Notes:
F-21 Revenues
Scope: Includes records regarding the generation of revenues, other than
taxes.
Notes: Excludes C+6
Accounts Receivable F-02
Tax Rolls& Records F-22
F-22 Tax Rolls and Records
Scope: Includes taxation records of long term importance, including
assessment rolls, tax sale records, tax sale deeds, property tax
registrations, tax arrears register cards, tax collector's rolls and P
levies.
Notes
F-23 Write Offs
Scope: Includes accounts receivable that have been written off as
uncollectible. Also includes records of bankruptcies. C+6
Notes: Excludes
Accounts Receivable F-02
F-24 Trust Funds
Scope: Includes records regarding funds established by the municipality for
money held in trust. P
Notes: T=Closure of account
F-25 Security Deposit
Scope: Includes development deposits, letters of credit, proof of insurance
when required and records of monies held as security. T+6
Notes: T= Closure of account
F-26 Taxation
Scope: Includes records regarding any taxes paid by the Municipality and
the exceptions and rebates related to these taxes. Includes the C+6
original assessment notices and HST Registration Number.
Notes:
H HUMAN RESOURCES
H-00 Human Resources -General
Scope: Includes records regarding human resources, which cannot be
classified elsewhere. Use only if no other heading is available. C+1
Notes:
H-01 Attendance and Scheduling
Scope: Includes records regarding employee attendance, shift scheduling,
vacation schedules and hours of work. Also includes Doctors notes
required for missed days. C+6
Notes:
H-02 Benefits
Scope: Includes brochures, rates, quotes, correspondence and explanatory
documents regarding benefits offered to employees, such as group C+49
insurance, dental plans and general information on EMT
Notes: Excludes—Payroll F-16
H-03 Employee Records
Scope: Includes records regarding the employment history of municipal
employees. Includes initial resumes and applications, performance
evaluations, correspondence with the employee, and employee
assistance. Includes part-time and student employees. P
Notes:
H-04 Health and Safety
Scope: Includes records regarding the occupational health and safety of
staff. Includes non lost-time accident and incident reports, WSIB
reports for non-lost time, and information on health and safety
programs for staff including fire drills, and CPR courses.
Notes: Excludes-Claims for STD, LTD or WSIB Records related to C+6
exposure to airborne Acrylonitrile benzene, lead, mercury, silica,
vinyl chloride, arsenic, ethylene oxide or asbestos must be kept the
longer of(a)40 years from the time the records were first made with
respect to the worker, or(b)20 years from the time the last of the
records were made with respect to the worker.
H-05 Human Resource Planning
Scope: Includes records of succession planning, executive placement,
retirement programs, staff turnover rates, annual hire/promotion
targets, recruitment freezes, employment equity, performance
management, student employment program plans, Modified Work C+6
Program, Human Resources research information, lay-of notices and
related records
Notes: Excludes
Employee Records H-03
H-06 Job Descriptions
Scope: Includes job descriptions and specifications as well as background
information used in their preparation or amendment S+6
Notes:
H-07 Labour Relations
Scope: Includes records regarding the relationship between labour and
management. Includes collective bargaining, correspondence with S+6
unions and negotiations
Notes:
H-08 Organization
Scope: Includes records regarding reporting relationships, reorganization,
downsizing, organizational analysis, etc. Includes organization S+6
charts.
Notes: Excludes
Job Descriptions H-06
H-09 Salary Planning
Scope: Includes records regarding the planning and scheduling of salaries,
such as job evaluations,job classification systems, salary surveys, C+6
job comparison schedules and seniority lists.Also includes any
reference material retained regarding issues related to pay equity.
Notes:
H-10 Pension Records
Scope: Includes records detailing obligations to individuals under OMERS.
Includes pension information of retired personnel, including
C+49
registration and records.
Notes:
H-11 Recruitment
Scope: Includes records regarding the recruitment of staff and interviews.
Includes job postings, copies of advertisements, records regarding
competitions and unsuccessful applications. C+1
Notes:
H-12 Training & Development
Scope: Includes records regarding courses offered to employees, and
information on career and professional development programs. Also S+1
includes orientation materials.
Notes:
H-13 Claims
Scope: Includes records regarding claims to WSIB or insurance carriers for
lost-time incidents, accidents, STD or LTD
Notes: T = Resolution of claim
Excludes- Records related to exposure to airborne Acrylonitrile,
benzene, lead, mercury, silica, vinyl chloride, arsenic, ethylene oxide T+6
or asbestos must be kept the longer of(a)40 years from the time
such records were first made with respect to the worker, or(b)20
years from the time the last of such records were made with respect
to the worker.
H-14 Grievances
Scope: Includes records dealing with grievance complaints filed against the
Municipality such as the initial complaint, investigation, reports and T+6
final resolution
Notes: T = Resolution of claim
H-15 Volunteer Firefighter Records
Scope: Includes all records pertaining to the training of firefighters.
Notes:
L LEGAL AFFAIRS
L-O0 Legal Affairs—General
Scope: Includes records regarding legal affairs,which cannot be classified
elsewhere. Use only if no other heading is available. C+1
Notes:
L-01 Appeals and Hearings
Scope: Includes all transcripts and related documentation regarding appeals,
hearings, and legal proceedings. Includes final judgments and Court
Orders. Includes zoning appeals, official plan appeals, and
Committee of Adjustment appeals. Also includes orders issued by
regulatory bodies and boards.
Notes:
L-02 Claims Against/By the Municipality
Scope: Includes all litigation made by other parties against the Municipality. T+1
Notes: T = Resolution of claim and all appeals
L-03 Contracts and Agreements
Scope: Includes all agreements entered into by the municipality(simple or
under seal). Includes construction contracts, collective agreements,
and subdivision agreements. Also includes agreements regarding P
easements, encroachments, areaways and laneways.
Notes:
L-04 Insurance Appraisals
Scope: icludes appraisals of municipal property for insurance purposes. T+15
Notes: T= Event, act or omission on which claim is based took place
L-05 Insurance Policies
Scope: Includes municipal insurance policy documents, such as vehicle, T+15
liability, theft, and fire insurance. Includes non-litigation claims only.
Notes: 7 = Expiration of policy
L-06 Land Acquisition and Sale
Scope: Includes records regarding real estate transactions, conveyance of
land, lot sales, alley closings and allowances whether through
voluntary transactions or expropriation. Includes deeds and P
expropriation plans, purchase letters and appraisals.
Notes:
L-07 Opinions and Briefs
Scope: Includes copies of opinions and briefs prepared by the municipality's
legal counsel on specific issues and by-laws. S+1
Notes:
L-08 Vital Statistics
Scope: Includes registers of births, stillbirths, deaths and marriages.
Notes:
L-09 Prosecutions
Scope: Includes records regarding prosecutions to enforce bylaws and
federal and provincial legislation. T+6
Notes: T=Delivery of Judgment
L-10 Subdivision Assumption-Street Dedication &Assumption
Scope: :icludes records leading to assumption of streets/roads and
subdivision assumption. P
Notes:
M MEDIA& PUBLIC RECORDS
M-00 Media and Public Relations -General
Scope: Includes records regarding media and public relations, which cannot
be classified elsewhere. Use only if no other heading is available. C+1
Notes:
M-01 Advertising
Scope: Includes records regarding news releases and public advertising in
magazines, newspapers, radio, television, and transit.
Notes:
C+1
M-02 Ceremonies and Events
Scope: Includes records regarding participation in special events, openings,
anniversaries and Remembrance Day. Also includes records
regarding the set-up and running of special events, Beef B-B-Q, C+4
Retirement Parties, Parades, Golf Tournament etc.
Notes:
M-03 Municipal Charitable Campaigns-Fund Raising
Scope: Includes records regarding the raising of funds and donations for the
municipality. Includes the United Way, Cancer Fund, community C+6
interest groups, Bingo and Nevada tickets, etc.
Notes:
M-04 Complaints, Commendations & Inquiries
Scope: ncludes records regarding commendations, requests for information,
and very general types of inquiries and general complaints.Also
includes concerns about services offered by the Municipality,
inquiries about council proceedings and congratulatory letters. C+1
Notes: Excludes
Accessibility of Records (F.O.I)A-17
By-law Enforcement-Complaints P-01
M-05 Publications/Promotions
Scope: Includes typed manuscripts, artwork, printed copies and related
records regarding the publication of tourism information, trade shows,
current events, industrial directories, business directories, and maps. C+1
May include annual reports of a non-financial nature and newsletters
published for distribution to the public and in-house.
Notes:
M-06 Visual Identity and Insignia
Scope: Includes records regarding the standards, which apply to graphic
designs in the interest of establishing a Visual Identity Program.
Includes logo and letterhead design, signage, flags and vehicle
identification.Also includes records regarding corporation insignia
and seals of office.
Notes:
P PROTECTION &ENFORCEMENT SERVICES
P-00 Protection & Enforcement Services -General
Scope: Includes records regarding protection and enforcement services,
which cannot be classified elsewhere. Use only if no other heading is
available.
C+1
Notes:
P-01 By-law Enforcement-Complaints
Scope: Includes records of by-law complaints and municipal efforts to
enforce bylaws such as order to comply, inspection reports, stop
work orders, working notes, correspondence, exhibits, and P
photographs.
Notes:
P-02 Daily Occurrence Logs
Scope: Includes logs maintained of daily occurrences logs maintained by the
Building Inspectors, Chief Building Official and Municipal By-law
C+6
Enforcement Officers.
Notes:
P-03 Emeroencv Planning
Scope: Includes records regarding the planning and rehearsal of emergency
measures and report to E.M.O. S+1
Notes:
P-04 Hazardous Materials
Scope: Includes information and reports on chemicals and substances that
pose fire hazards. Also includes records dealing with toxic substance
control, transportation and effects. S+1
Notes: Hazardous Materials Data Sheets(MSDS)shall be kept
permanently.
P-05 Incident/Accident Reports
Scope: Includes fire, vandalism and security incident reports and reports of
accidents that occur at recreational facilities and other municipal
properties. Includes firefighter attendance at emergencies
Notes:
P-06 Public Health
Scope: Includes records from the Elgin Health Unit and public health
information. S+1
Notes:
P-07 Licences
Scope: Includes records regarding licenses administered by or required by
the municipality, or required by the province, such as licensing for
dog kennels, dogs, liquor, businesses, lotteries and quarries,
inspections performed on private institutions, etc. T+1
Notes: Excludes
Vital Statistics L-08
Animal Control-Dog Licenses P-10
P-08 Building Permits
Scope: Includes permits issued to builders, contractors, and residents giving
them permission to build or renovate. Includes entrance permits,
culvert permits. (minor construction including plans for single family
dwellings, semi detached dwellings, additions, accessory buildings C+6
and agricultural buildings)
Notes:
Building Permits
Scope: Includes permits issued to builders, contractors, and residents giving
them permission to build or renovate. Includes entrance permits, P
culvert permits. (major commercial, industrial, institutional and
residential buildings)
Notes:
P-09 Permits, Other
Scope: Includes applications and copies of permits issued by the
Municipality as well as permits issued giving permission to hold
special events, transport oversize loads, erect signs, park on the T+
street, moving permits, and fire permits.
Notes: Excludes
Building Permits P-08
P-10 Animal Control-Dog Licenses
Scope: Includes records regarding the control of household pets, strays,
livestock and wildlife and livestock evaluation reports. Also includes C+6
yearly dog licensing.
Notes:
P-11 Emergency Services General
Scope: -cludes records regarding land ambulance,fire and rescue services.
C+6
Notes: Excludes
Incident/Accident Reports P-05
P-12 Provincial Offenses
Scope: All Provincial Offences documentation including correspondence. C+6
Notes:
R RECREATION &CULTURE
R-00 Recreation and Culture-General
Scope: Includes records regarding recreation and cultural services, which
cannot be classified elsewhere. Use only if no other heading is C+1
available.
Notes:
R-01 Heritage Preservation
Scope: Includes records regarding heritage and historical development,
including designations of buildings, districts, and cemeteries. T+1
Notes: T = Removal of designation.
R-02 Library Services
Scope: Includes circulation lists, recommendations for additions to library
collections, information searches, inter-library loan requests and C+4
more general records regarding the operation of libraries.
Notes:
R-03 Museum and Archival Services
Scope: ,ncludes registers of holdings, museum programming, activity
reports, historical society holdings, archival operations, conservation C+4
nformation and related records.
Notes:
R-04 Trails-Cycling
Scope: 'includes records and correspondence pertaining to trails construction
maintenance and cycling initiatives. 5+6
Notes:
R-05 Financial Assistance Applications
Scope: Includes correspondence and applications pertaining to Municipal
Financial Assistance applications. C+6
Notes:
T TRANSPORTATION
T-00 Transportation—General
Scope: Includes records regarding transportation which cannot be classified
elsewhere. Use only if no other heading is available. C+1
Notes:
T-01 Illumination
Scope: Includes records and studies regarding the installation and repair of
equipment used to illuminate roads including streetlights and
pedestrian crossover lights. Also includes records on power
consumption. T+1
Notes: T=Completion of project.
T-02 Parking
Scope: Includes records and studies regarding municipal parking issues
such as handicapped parking, lot and garage operations,fire routes
and employee parking. T+1
Notes: T=Closure of lot or space.
T-03 Public Transit
Scope: Includes records regarding public transit systems. Includes
schedules, routes, maps and similar information. Also includes
project records regarding the construction of bus shelters and similar T+6
facilities, route administration and planning,fare policies and
intergovernmental transit.
Notes: T=Closure of route/shelter/stop
T-04 Road Construction
Scope: Includes records and studies regarding construction projects on
roads. Includes the construction of new roads and major T+6
improvements to existing roads, resurfacing, widening and bridges.
Notes T=Asset no longer exists
T-05 Road Maintenance
Scope: Includes records and studies regarding the inspection and
maintenance of roads. Includes the installation of culverts, minor
repairs to road surfaces, curbs and sidewalks, cycle-ways, footpaths, T+6
walkways.Also includes grading, ploughing and sanding of roads,
snow removal and cleaning.
Notes: T=Asset no longer exists
T-06 Signs and Signals
Scope: Includes records and studies regarding the manufacture and
installation of signs and signals. T+6
Notes: T = Removal of sign/signal.
T-07 Traffic
Scope: Includes records and studies regarding the flow of traffic on roads.
Includes intersection drawings, pedestrian crossovers, crossing
guards, traffic counts, traffic accident statistics and related records.
Notes:
1-08 Roads and Lanes Closures
Scope: Includes records on roads and lanes closed on a permanent or
regular basis. Records include reports, appraisals and P
correspondence.
Notes:
T-09 Field Survey/Road Survey Books
Scope: Includes engineering field survey notes and survey books. P
Notes:
T-10 Harbour
Scope: Includes all records associated with the Harbour and Harbour lands. P
Notes:
V VEHICLES& EQUIPMENT
V-00 Vehicles and Equipment—General
Scope: Includes records regarding vehicles and equipment, which cannot be
classified elsewhere. Use only if no other heading is available.
Notes: C+1
V-01 Fleet Management
Scope: Includes records of all vehicles currently leased or owned, operated
and maintained by the municipality. This includes vehicle history files, T+6
vehicle maintenance, registration and disposal.
Notes: T =termination of lease or vehicle disposal
V-02 Mobile Equipment
Scope: Includes records regarding mobile equipment used in conjunction
with vehicles and emergency vehicles. Also includes maintenance
and history files on equipment such as generators, pumps and T+6
sanders.
Notes: T = End of service date
V-03 Transportable Equipment
Scope: Includes records regarding transportable equipment used by the
municipality. Also includes maintenance and history files on
equipment such as lawnmowers, hoses, weed-eaters, drills, and T+6
rescue equipment.
Notes: T = End of service date
V-04 Protective Eouipment
Scope: Includes records regarding protective equipment used by the
municipality. Also includes maintenance and history files on T+6
equipment such as breathing apparatus, breathing tanks, down
alarms, etc.
Notes: T = End of service date
CORPORATION OF THE MUNICIPALITY OF BAYHAM
SCHEDULE II TO BY-LAW 2014-091
RECORDS RETENTION BY-LAW
REQUEST TO DESTROY MUNICIPAL RECORDS
MUNICIPALITY OF BAYHAM
Date:
TO: Administrator
From: _
(Name)
I hereby request permission to destroy the following municipal
records in accordance with the provisions of the Records
Retention By-law No. 2014-091 for the Municipality of Bayham.
List of Records requested for destruction:
CORPORATION OF THE MUNICIPALITY OF BAYHAM
SCHEDULE III TO BY-LAW 2014-091
RECORDS RETENTION BY-LAW
WITNESS STATEMENTS AS TO
DESTRUCTION OR TRANSFER OF RECORDS
MUNICIPALITY OF BAYHAM
WITNESSES
We, and
state that we were present upon and did
(date)
witness of the Municipalilty of
Bayham, destroy the following records in accordance with the provisions of the
Records Retention By-law No. 2014-091 for the Municipality of Bayham.
OR
We, and
state that we were present upon and did
(date)
witness of the Municipality of
Bayham
transfer the following records to
(name of Storage Facility, Archives)
as such records are no longer required to be retained by the Municipalilty of
Bayham in accordance with By-law No. 2014-091 but may be of historical
interest to the public.
List of Records destroyed or records transferred to the above-listed Library,
Museum or Archives:
August 15, 2014
Paul Shipway, Administrator
Municipality of Bayham
9344 Plank Road
Straffordville, ON
N0J 1Y0
Re: Record Retention By-law
Dear Paul
We have read the proposed record retention By-law delivered to our firm via e-mail. As per
section 255 of the Municipal Act 2001, S.O. c. 25 the municipal audit is required to give their
approval of any changes to the record retention By-law. After reading the proposed new By-law
there was nothing that caused our firm concern. The By-law is consistent with the Ontario
Municipal Records Management System and similar to other record retention By-laws we have
read.
Please accept this letter as our approval to proceed with the proposed record retention By-law as
delivered to our firm via e-mail and as attached. Should you need anything further please do not
hesitate to contact our firm.
Yours truly
Graham Scott Enns LLP
Robert Foster
Robert Foster, CPA, CA
Partner
BY-LAW NUMBER 2014-XXX
OF
THE CORPORATION OF THE MUNICIPALITY OF BAYHAM
BEING A BY-LAW TO ESTABLISH A SCHEDULE
OF RETENTION PERIODS FOR RECORDS
WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, provides
that the Council of a Municipality may, subject to the approval of the municipal
auditor, establish retention periods during which the records of the municipality
and local boards of the municipality must be retained and preserved;
AND WHEREAS a Municipality shall not destroy any of its records except in
accordance with a by-law passed by the Municipality;
AND WHEREAS the Auditor for the Corporation of the Municipality of Bayham
has indicated its approval of the retention periods to the extent that they are
appropriate for their purposes in a letter dated August 15, 2014;
NOW THEREFORE THE COUNCIL OF THE CORPORATION OF THE
MUNICIPALITY OF BAYHAM HEREBY ENACTS A BY-LAW AS FOLLOWS:
SHORT TITLE
This By-law may be cited as the “Records Retention By-law”.
Section 1-Definitions
1.1 For the purposes of this By-law:
1.1.1 “Administrator” shall mean the Administrator of the Corporation of the
Municipality of Bayham.
1.1.2 “Auditor” shall mean the person or firm appointed by the Council of the
Corporation of the Municipality of Bayham from time to time to perform
the annual audit of the financial records of the Corporation.
1.1.3 “Reception Equipment” shall mean the equipment or digital recorder
device used to receive or record the personal information collected
through video equipment.
1.1.4 “Record” shall include but not be limited to information however recorded
or stored whether in printed form, on film, by electronic means or
otherwise, and includes documents, financial statements, minutes,
accounts, correspondence, memoranda, plans, maps, drawings,
photographs, recordings and films.
1.1.5 “Staff” shall mean the duly appointed staff of the Corporation of the
Municipality of Bayham.
1.1.6 “Storage Device” shall mean a videotape, computer disk or drive, CD
Rom, DVD, computer chip or other device used to store visual, audio or
other images captured by video equipment.
1.1.7 “Transitory Record” shall mean records that have temporary usefulness
and are not required to meet statutory obligations, set policy, establish
guidelines or procedures, certify a transaction, become a receipt or
provide evidence of legal, financial, operational or other decisions of the
municipality including records such as:
a) Additional duplicate copies
b) Telephone messages
c) E-mail
d) Working papers/drafts
e) Miscellaneous notices or memoranda
f) External publications
g) Unsolicited advertising information
h) Tapes or notes from a meeting for which the minutes or
reports have been adopted or finalized
1.1.8 “Video Equipment“ means video, physical or other mechanical,
electronic, digital or wireless surveillance system or device that enables
continuous or periodic video recording, observing or monitoring of
personal information about individuals in open, public spaces including
an audio device, thermal imaging technology or any other component
associated with capturing an image.
Section 2-General Provisions
2.1 The Schedules attached hereto as Schedule “1”, “2” and “3” are herby
approved and adopted forming part of this By-law.
2.2 The retention periods for the records of the Municipality of Bayham as
outlined in Schedule “1” attached hereto, are hereby adopted and
established as the retention periods for each such record.
2.3 The retention period listed in Schedule "1" shall be the number of years,
unless the period of time is indicated to be other than years, indicated in
the column entitled "Retention".
2.4 Transitory records unless otherwise specified in Schedule “1”, or unless
required for legal, financial, operational purposes or as otherwise provided
by law, may be destroyed at any time.
2.5 The Administrator has the authority to destroy records, for which a
retention period for the records has been established in Schedule “1” of
this By-law, and the retention period has expired.
2.6 The Administrator shall make a record of those documents destroyed.
The record of destroyed documents shall be maintained in accordance
with the retention period established for such record in Schedule “1” of this
By-law.
2.7 Prior to any municipal record being destroyed in accordance with the
retention periods in Schedule “1” of this By-law, the Staff shall submit a
request in writing to the Administrator on a form attached hereto as
Schedule “2”.
2.8 When the records approved for destruction are destroyed or transferred to
a museum, archives or library by the Administrator, such records shall be
listed on the form as attached hereto as Schedule “3”, and duly witnessed.
2.9 That this By-law shall come into full force and effect on January 1st, 2015.
2.10 By-law No. 1996-046 of the Village of Port Burwell, as amended shall be
repealed, in its entirety, immediately upon this By-law taking effect.
READ a FIRST, SECOND and THIRD TIME and finally passed this 21th day of
August, 2014.
___________________________
PAUL ENS
MAYOR
__________________________
LYNDA MILLARD
CLERK
CORPORATION OF THE MUNICIPALITY OF BAYHAM
SCHEDULE 1 TO BY-LAW 2014-XXX
RECORDS RETENTION BY-LAW
RECORDS RETENTION SCHEDULE
In this Schedule the following applies:
C = Current Year
P = Permanent
S = Superseded (Replaced)
T = Termination of employment, office, event, or closure of
file
A ADMINISTRATION RETENTION
A-00 Administration – General
Scope: Includes administrative records, which cannot be classified
elsewhere. Use only if no other heading is available.
Notes:
C+1
A-01 Associations & Organizations
Scope: Includes correspondence, minutes, agenda, notices and reports
regarding external organizations and associations to which staff or
the Municipality belongs or with which they communicate in the
course of their duties.
Notes: Excludes
Intergovernmental Relations A-16
C+1
A-02 Staff Committees and Meetings
Scope: Includes records regarding the activities of staff committees and
meetings. Includes notices of meetings, agenda, and minutes.
Notes: Excludes
By-laws, Minutes, Motions & Resolutions C-01
Council/Committee Agenda C-04
C+3
A-03 Computer/Information Systems
Scope: Includes records regarding all types of information systems in use.
Includes computer hardware, computer software, data transmission,
system design and implementation, quality control, office automation,
and electronic correspondence management.
Notes: Excludes
Security A-18
S+5
A-04 Conferences and Seminars
Scope: Includes invitations, approvals, agenda, and other records regarding
conferences, conventions, seminars and special functions attended
by staff, or sponsored by the municipality.
Notes:
C+1
A-05 Consultants
Scope: Includes correspondence, proposals, resumes and other documents
regarding the selection, appointment and monitoring of consultants.
Notes: Excludes
Quotations and Tenders F-18
C+1
A-06 Inventory Control
Scope: Includes inventory statements and reports, and all other records
regarding the control of supplies, fuel and small equipment stock
levels.
Notes: T= Disposal of item
T+1
A-07 Office Equipment and Furniture
Scope: Includes records regarding the design and maintenance of owned
and leased office equipment and furniture. Includes chairs, desks,
tables, photocopiers, printers, microfiche readers.
Notes: T= Disposal of item
Excludes
Assets F-06
T+1
A-08 Office Services
Scope: Includes records regarding rates and services provided by courier,
mail and postage firms. Also includes records regarding the inter
office mail system, internal printing and word processing services.
Notes:
C+1
A-09 Municipal Policies and Procedures
Scope: Includes Municipal policy and procedure manuals, guidelines and
directives.
Notes:
P
A-10 Records Management
Scope: Includes information regarding the management of corporate
records.
Notes: Excludes
Municipal Policies and Procedures A-09
Records Disposition A-11
S+1
A-11 Records Disposition
Scope: Includes records regarding the disposition or transfer of municipal
records. Includes the disposal method used and forms authorizing
and describing the destruction or transfer of records.
Notes:
P
A-12 Telecommunications Systems
Scope: Includes records regarding all types of telecommunications systems.
Includes telephone systems, facsimile machines, base and mobile
stations, towers, antennae, police and fire communications systems,
and 911 emergency systems.
Notes: Excludes
Assets F-06
Contracts & Agreements L-03
S+1
A-13 Travel & Accommodation
Scope: Includes records regarding travel and accommodation arrangements.
Notes:
C+1
A-14 Uniforms & Clothing
Scope: Includes records regarding uniforms and special clothing used by
municipal staff members, fire fighters' clothing and safety clothing
used by utilities operators.
Notes:
P
A-15 Vendors & Suppliers
Scope: Includes records regarding vendors and suppliers of goods and
services as well as information about these goods and services, such
as catalogues, price lists and correspondence.
Notes: Excludes
Purchase Orders and Requisitions F-17
Office Equipment & Furniture A-07
C+1
A-16 Intergovernmental Relations
Scope: Includes correspondence and other records of a general nature
regarding the relationship between the municipality and all other
levels of government including MP and MPP.
Notes:
C+4
A-17 Accessibility of Records (F.O.I)
Scope: Includes documents regarding the municipality's responsibilities
under the Municipal Freedom of Information and Protection of
Privacy Act, and records regarding the handling of requests under
the Act.
Notes:
C+1
A-18 Security
Scope: Includes reports, requests, logs, and other records regarding the
security of offices, facilities and properties including security passes,
parking passes, control of keys and computer and telephone
passwords.
Security Surveillance
Scope: Includes any records from video equipment, reception equipment or
storage devices.
Notes: Excludes records retained for criminal, safety or security
investigations or records for evidentiary purposes as set out in the
Municipal Video Surveillance Policy.
C+4
35 Days
A-19 Municipal Facilities Construction, Renovations and Maintenance
Scope: Includes records for the planning, construction and renovation of
municipal facilities. Includes site meetings, consultant's reports, and
cost reports. Also includes architectural and engineering drawings.
Notes:
S+1
A-20 Municipal Outdoor Recreational Property Maintenance
Scope: Includes records regarding the maintenance of the municipality's
exterior non-structural properties, such as parks, landscaping,
grounds keeping and grass cutting.
Notes:
S+1
A-21 Facilities Bookings
Scope: Includes copies of permits and bookings issued for the rental of
recreational and administrative facilities for specific activities.
Notes:
C+1
A-22 Accessibility
Scope: Includes records relating to the accessibility of municipal buildings
and information to persons with disabilities.
Notes:
T+6
A-23 Cemetery Records
Scope: Includes burial permits, maps, plot ownership records, interment
registers, and indexes for municipal cemeteries and abandoned
cemeteries.
Notes:
P
C COUNCIL & BY-LAWS
C-00 Council & By-laws – General
Scope: Includes records regarding Council, Committee and Boards, which
cannot be classified elsewhere. Use only if no other heading is
available.
Notes:
C+1
C-01 By-laws, Minutes, Motions & Resolutions
Scope: Includes final versions of the municipality's by-laws, motions,
resolutions, amendments and attachments that are legally part of the
by-laws, motions and resolutions.
Notes:
P
C-02 By-laws, Motions and Resolutions Other Municipalities
Scope: Includes final versions of by-laws, motions and resolutions of other
municipalities, which are of interest.
Notes:
C+1
C-03 Council/Committee Correspondence
Scope: Includes correspondence resulting from Council/Committee
meetings.
Notes:
C+4
C-04 Council/Committee Agenda
Scope: Includes agendas of all meetings of Council and Committee.
Notes:
C+1
C-05 Elections
Scope: Includes returned notices, lists of officials, voters' lists, nominations,
election results, preliminary voters lists, oaths taken by council
members and information on ward boundaries. Includes advertising.
Notes: T= day action took effect, or voting day
Ballots: 90 days after voting or resolution of recount
T+4
C-06 Goals and Objectives
Scope: Includes records concerning strategic planning, goals and objectives,
and mission statements.
Notes:
S+1
C-07 Reports
Scope: Includes all reports to Council and Committee.
Notes:
P
C-08 Boards and Committees
Scope: Includes appointments by Council of staff, council members and
outside appointees or nominees to Committees or Council.
Notes:
P
D DEVELOPMENT & PLANNING
D-00 Development & Planning – General
Scope: Includes records regarding development and planning which cannot
be classified elsewhere. Use only if no other heading is available.
Notes:
C+1
D-01 Demographic Studies
Scope: Includes records regarding trends in population growth, census
reports, and density studies. Also includes records regarding the
type, level and rate of growth of employment, unemployment
statistics and composition of the workforce.
Notes: Excludes
Vital Statistics L-08
C+6
D-02 Economic Development
Scope: Includes records regarding the growth of the economy. Includes
studies, statistics and projections. May also include other
Municipal/County projections, strategic plans, studies and proposals.
Notes: Excludes
Demographic Studies D-01
Tourism Development D-06
Industrial/Commercial Development D-20
C+6
D-03 Green Energy-Sustainability
Scope: Includes records regarding green energy, energy conservation and
sustainability.
Notes:
C+6
D-04 Property Rolls
Scope: Includes records all records for each property within the municipality.
Notes:
C+6
D-05 Natural Resources
Scope: Includes records regarding the management and preservation of
forests, records regarding the characteristics of various minerals as
well as mineral deposits, and other natural resources information.
Notes:
C+6
D-06 Tourism Development
Scope: Includes records regarding the tourism industry and efforts made to
promote and encourage tourism.
Notes:
C+6
D-07 Official Plans and Amendments
Scope: Includes the official plan and amendments to the official plan. Also
includes secondary plans and amendments, containing detailed
objectives and policies concerning the planning, development, and
redevelopment of specific planning districts. Includes statutory public
meetings, focus groups and appeals.
Notes:
P
D-08 Official Plans and Amendments (Other Municipalities)
Scope: Includes applications to amend the official plan or secondary plans,
background reports, notices, resolutions and decisions, and appeals
of other municipalities of interest or affecting the Municipality.
Notes:
C+1
D-09 Severances/Consents
Scope: Includes records regarding the granting of severance to parcels of
land including application for severance.
Notes:
P
D-10 Site Plan Control
Scope: Includes records regarding the provision of services to individual land
sites. Includes water, sewage, utility approvals, comments and
correspondence. Also includes correspondence regarding parking
areas, drainage and driveways.
Notes:
P
D-11 Subdivision Plans
Scope: Includes records regarding the approval of plans of subdivisions
(both residential and commercial). Includes drawings, technical
reports, and correspondence, written comments, working notes and
background information. Includes clearance letters, draft approved
plans, applications, registered plans, and changes to approved
plans.
Notes:
P
D-12 Variances
Scope: Includes records regarding the granting of variances in land use
including zoning applications from existing zoning regulations.
Notes:
P
D-13 Zoning
Scope: Includes records and standards regarding the designation of zones
for land use planning purposes.
Notes:
P
D-14 Easements
Scope: Includes all records on Rights of Way and Easements concerning
municipal ownership of private lands in order to maintain public
service.
Notes:
P
D-15 Encroachments
Scope: Includes all records regarding private properties encroaching on
municipal lands. Also includes surveys and any other related
documentation.
Notes:
P
D-16 Annexation/Amalgamation
Scope: Includes all records pertaining to the annexing and amalgamating of
land adjacent to municipal lands to accommodate growth or other
purposes. May include studies on restructuring, green belt and buffer
zone areas.
Notes:
P
D-17 Community Improvement Projects
Scope: Includes records, studies, statistics and any required background
information on community development programs.
Notes:
S+6
D-18 Municipal Addressing
Scope: Includes records regarding requests for and assignment of new
subdivision and other street names and numbers. May include
correspondence, reports and drawings.
Notes:
S+6
D-19 Reference Plans
Scope: Includes Registered Plans, site plans and property survey plans as
received from the Registry Office.
Notes:
P
D-20 Industrial/Commercial Development
Scope: Includes records regarding promotion and development of industry
and commerce.
Notes:
P
D-21 Agricultural Development
Scope: Includes all records regarding development of agricultural growth.
Notes:
P
D-22 Digital Mapping - GIS
Scope: Includes all records used to produce maps and updates in digital
format. Includes all GIS tracking and mapping data.
Notes:
C+3
E ENVIRONMENTAL SERVICES
E-00 Environmental Services - General
Scope: Includes records regarding environmental services, which cannot be
classified elsewhere. Use only if no other heading is available.
Notes:
C+1
E-01 Sanitary Sewers
Scope: Includes records regarding the design, construction and maintenance
of sanitary sewers and septic systems.
Notes: Excludes
Waste Management E-07
Storm Sewers E-02
Treatment Plants E-03
T+6
E-02 Storm Sewers
Scope: Includes records regarding the design, construction and maintenance
of storm sewers.
Notes:
T+6
E-03 Treatment Plants
Scope: Includes records regarding the operation of treatment and pumping
stations and lagoons.
Notes:
C+6
E-04 Trees
Scope: Includes records of tree removal, planting, trimming, pruning and
preservation.
Notes:
C+6
E-05 Environmental Monitoring
Scope: Includes records regarding the routine monitoring of water quality,
water quantity and air quality as well as responses to interference
with quality or quantity. Also includes monitoring and control of
creeks and floods, weeds, noise, erosion, top soil and storm water.
Notes:
C+6
E-06 One Call
Scope: Includes all documents associated with one call notification requests.
Notes:
T+6
E-07 Waste Management
Scope: Includes records regarding the collection and disposal of waste.
Includes landfill site records, recycling, energy from waste, source
separation, collection services and composting. May also include
Certificate of Approval and related documentation.
Notes:
C+6
E-08 Water Works
Scope: Includes records regarding the design, construction and maintenance
of water mains, tanks, pipelines and related facilities and equipment.
Notes:
S+6
E-09 Municipal Drains
Scope: Includes records regarding the design, construction and maintenance
of rural drains. Also includes engineer reports, petitions,
assessments, general specifications and correspondence.
Notes:
S+6
E-10 Pits & Quarries
Scope: Includes records regarding the design, construction & maintenance
of all pits & quarries. Includes engineer's reports, assessments,
general specifications and correspondence.
Notes: Excludes
Licences P-07
C+6
E-11 Nutrient Management
Scope: Includes records and information regarding the nutrient management
Notes:
C+6
E-12 Private Sewage Disposal Systems
Scope: Includes records and information regarding private sewage disposal
systems
Notes:
C+6
E-13 Water Monitoring & Sampling
Scope: Includes records regarding the routine monitoring of water quality,
water quantity, annual reports, and chemical samples collected
quarterly (trihalomethanes, nitrate and nitrites), as well as responses
to interference with quality or quantity. Also includes monitoring and
control of creeks and floods, weeds, noise, erosion, top soil and
storm water. Also includes operational checks, weekly and monthly
microbiological sampling and testing, chain of custody, report of
analysis and adverse samples.
Notes:
S+6
E-14 Chemical Sampling of Water
Scope: Includes chemical samples collected and tested, inorganic and
organics lead, sodium and fluoride samples collected and engineer
evaluation reports
Notes:
C+6
E-15 Well Records
Scope: Includes well records, certificate of approvals, original engineer
reports and maintenance manuals
Notes:
P
E-16 Air Quality Monitoring
Scope: Includes records regarding the routine monitoring of air quality as
well as responses to interference with quality or quantity
Notes:
P
E-17 Utility Accounts
Scope: Includes records regarding individual utility accounts.
Notes:
C+6
F FINANCE & ACCOUNTING
F-00 Finance and Accounting – General
Scope: Includes records regarding finance and accounting, which cannot be
classified elsewhere. Use only if no other heading is available.
Notes:
C+1
F-01 Accounts Payable
Scope: Includes records documenting funds payable by the municipality,
including paid invoices, receipts, petty cash receipts, conventions
registration fees, copies of cheques issued to pay accounts, rebates,
levies payable, reports, telephone bills, membership fees, employee
and council expenses and receipts issued.
Notes:
C+6
F-02 Accounts Receivable
Scope: Includes records documenting funds owing to the municipality
including invoices, billing listings, requests from mortgage companies
and recoveries reports. Includes correspondence related to collection
tax and supporting documentation.
Notes: Excludes
Write-offs F-23
Tax Rolls and Tax Arrears F-22
C+6
F-03 Audits
Scope: Includes records regarding internal and external financial audits of
accounts.
Notes:
P
F-04 Banking
Scope: Includes records regarding banking transactions and relationships
with banks. Includes bank reconciliation and deposit records.
Notes:
C+6
F-05 Budgets and Estimates
Scope: Includes original departmental and corporate budgets and
amendments, both capital and operating.
Notes:
P
F-06 Assets
Scope: Includes records regarding current and fixed assets. Includes
inventories as well as records of initial expenditure, depreciation,
amortization, and disposal.
Notes: T= disposal of asset
P
F-07 Cheques
Scope: Includes all cancelled cheques issued. Also includes cheque
requisitions, cheque listings, and supporting documents used to
authorize issuance of cheques, cheque vouchers, N.S.F. cheques
and bank statements.
Notes:
C+6
F-08 Debentures and Bonds
Scope: Includes records regarding debentures and bonds issued. Includes
information regarding the initial issuance of the debenture or bond as
well as all records of payments made to investors.
Notes: T= Debentures surrendered for exchange/cancellation
P
F-09 Employee and Council Expenses
Scope: Includes travel and meeting expense statements and all receipts
submitted by employees or Council and Committee members to
substantiate their claims.
Notes:
C+6
F-10 Financial Statements
Scope: Includes the Consolidated statement of financial position,
consolidated statement of operations, consolidated statement of
change in net financial assets, consolidated statement of changes in
cash flows, as well as the notes to the consolidated financial
statements.
Notes:
P
F-11 Grants and Loans
Scope: Includes records regarding revenue generated in the form of grants-
in-lieu, provincial and federal grants, loans and subsidies. Also
includes submissions, acknowledgements, reports and applications.
Notes:
P
F-12 Investments
Scope: Includes records regarding the municipality's investments after the
maturity date, term deposits, and promissory notes.
Notes: T= closure of account
C+6
F-13 Journal Vouchers
Scope: Includes completed journal voucher forms, input forms, and all
background documentation used to substantiate journal entries.
Notes:
C+6
F-14 Subsidiary Ledgers, Registers, and Journals
Scope: Includes all subsidiary ledgers, registers, and Journals such as
Payment and Receipt Journals, Payroll Registers, and Debenture
Registers.
Notes:
P
F-15 General Ledgers and Journals
Scope: Includes all records in the Books of Original Entry and Trial
Balances.
Notes:
P
F-16 Payroll
Scope: Includes all records of payments of salary, wages and deductions to
employees. Includes pay lists, Garnishees, T4 Slips, CRA Reports
and Statistics Canada reports. Also includes honoraria and fees to
Council.
Notes: Permission to destroy records related to the Employer Health Tax
must be obtained from the Minister of Finance.
Permission to destroy C.P.P. and Employment Insurance records
prior to the expiration of their retention period must be obtained from
the Minister of Revenue.
C+6
F-17 Purchase Orders & Requisitions
Scope: Includes purchase orders and requisitions, blanket orders, and all
background documentation, which matches the packing slips
authorizing the procurement of goods and services.
Notes: Excludes
Quotations and Tenders F-18
C+6
F-18 Quotations and Tenders
Scope: Includes records regarding quotations and tenders obtained from
suppliers of goods and services. Includes Requests for Proposal,
Quotes, Invitations to Tender, Proposals, Tender Submissions, Pre-
qualifications, and all documentation regarding the selection process.
Notes:
C+6
F-19 Receipts
Scope: Includes receipts issued for payment of items including licenses,
rentals and taxes.
Notes:
C+6
F-20 Reserve Funds
Scope: Includes records documenting obligatory and/or discretionary reserve
funds including reserves for working funds, contingencies, future
capital projects, and information systems. To include all natural
disaster funds and applications for payment for damages suffered
(Tornado, Wind, Flood)
Notes:
P
F-21 Revenues
Scope: Includes records regarding the generation of revenues, other than
taxes.
Notes: Excludes
Accounts Receivable F-02
Tax Rolls & Records F-22
C+6
F-22 Tax Rolls and Records
Scope: Includes taxation records of long term importance, including
assessment rolls, tax sale records, tax sale deeds, property tax
registrations, tax arrears register cards, tax collector's rolls and
levies.
Notes
P
F-23 Write Offs
Scope: Includes accounts receivable that have been written off as
uncollectible. Also includes records of bankruptcies.
Notes: Excludes
Accounts Receivable F-02
C+6
F-24 Trust Funds
Scope: Includes records regarding funds established by the municipality for
money held in trust.
Notes: T= Closure of account
P
F-25 Security Deposit
Scope: Includes development deposits, letters of credit, proof of insurance
when required and records of monies held as security.
Notes: T= Closure of account
T+6
F-26 Taxation
Scope: Includes records regarding any taxes paid by the Municipality and
the exceptions and rebates related to these taxes. Includes the
original assessment notices and HST Registration Number.
Notes:
C+6
H HUMAN RESOURCES
H-00 Human Resources - General
Scope: Includes records regarding human resources, which cannot be
classified elsewhere. Use only if no other heading is available.
Notes:
C+1
H-01 Attendance and Scheduling
Scope: Includes records regarding employee attendance, shift scheduling,
vacation schedules and hours of work. Also includes Doctors notes
required for missed days.
Notes:
C+6
H-02 Benefits
Scope: Includes brochures, rates, quotes, correspondence and explanatory
documents regarding benefits offered to employees, such as group
insurance, dental plans and general information on EHT.
Notes: Excludes – Payroll F-16
C+49
H-03 Employee Records
Scope: Includes records regarding the employment history of municipal
employees. Includes initial resumes and applications, performance
evaluations, correspondence with the employee, and employee
assistance. Includes part-time and student employees.
Notes:
P
H-04 Health and Safety
Scope: Includes records regarding the occupational health and safety of
staff. Includes non lost-time accident and incident reports, WSIB
reports for non-lost time, and information on health and safety
programs for staff including fire drills, and CPR courses.
Notes: Excludes - Claims for STD, LTD or WSIB Records related to
exposure to airborne Acrylonitrile benzene, lead, mercury, silica,
vinyl chloride, arsenic, ethylene oxide or asbestos must be kept the
longer of (a) 40 years from the time the records were first made with
respect to the worker, or (b) 20 years from the time the last of the
records were made with respect to the worker.
C+6
H-05 Human Resource Planning
Scope: Includes records of succession planning, executive placement,
retirement programs, staff turnover rates, annual hire/promotion
targets, recruitment freezes, employment equity, performance
management, student employment program plans, Modified Work
Program, Human Resources research information, lay-of notices and
related records
Notes: Excludes
Employee Records H-03
C+6
H-06 Job Descriptions
Scope: Includes job descriptions and specifications as well as background
information used in their preparation or amendment
Notes:
S+6
H-07 Labour Relations
Scope: Includes records regarding the relationship between labour and
management. Includes collective bargaining, correspondence with
unions and negotiations
Notes:
S+6
H-08 Organization
Scope: Includes records regarding reporting relationships, reorganization,
downsizing, organizational analysis, etc. Includes organization
charts.
Notes: Excludes
Job Descriptions H-06
S+6
H-09 Salary Planning
Scope: Includes records regarding the planning and scheduling of salaries,
such as job evaluations, job classification systems, salary surveys,
job comparison schedules and seniority lists. Also includes any
reference material retained regarding issues related to pay equity.
Notes:
C+6
H-10 Pension Records
Scope: Includes records detailing obligations to individuals under OMERS.
Includes pension information of retired personnel, including
registration and records.
Notes:
C+49
H-11 Recruitment
Scope: Includes records regarding the recruitment of staff and interviews.
Includes job postings, copies of advertisements, records regarding
competitions and unsuccessful applications.
Notes:
C+1
H-12 Training & Development
Scope: Includes records regarding courses offered to employees, and
information on career and professional development programs. Also
includes orientation materials.
Notes:
S+1
H-13 Claims
Scope: Includes records regarding claims to WSIB or insurance carriers for
lost-time incidents, accidents, STD or LTD
Notes: T = Resolution of claim
Excludes - Records related to exposure to airborne Acrylonitrile,
benzene, lead, mercury, silica, vinyl chloride, arsenic, ethylene oxide
or asbestos must be kept the longer of (a) 40 years from the time
such records were first made with respect to the worker, or (b) 20
years from the time the last of such records were made with respect
to the worker.
T+6
H-14 Grievances
Scope: Includes records dealing with grievance complaints filed against the
Municipality such as the initial complaint, investigation, reports and
final resolution
Notes: T = Resolution of claim
T+6
H-15 Volunteer Firefighter Records
Scope: Includes all records pertaining to the training of firefighters.
Notes:
P
L LEGAL AFFAIRS
L-00 Legal Affairs – General
Scope: Includes records regarding legal affairs, which cannot be classified
elsewhere. Use only if no other heading is available.
Notes:
C+1
L-01 Appeals and Hearings
Scope: Includes all transcripts and related documentation regarding appeals,
hearings, and legal proceedings. Includes final judgments and Court
Orders. Includes zoning appeals, official plan appeals, and
Committee of Adjustment appeals. Also includes orders issued by
regulatory bodies and boards.
Notes:
P
L-02 Claims Against/By the Municipality
Scope: Includes all litigation made by other parties against the Municipality.
Notes: T = Resolution of claim and all appeals
T+1
L-03 Contracts and Agreements
Scope: Includes all agreements entered into by the municipality (simple or
under seal). Includes construction contracts, collective agreements,
and subdivision agreements. Also includes agreements regarding
easements, encroachments, areaways and laneways.
Notes:
P
L-04 Insurance Appraisals
Scope: Includes appraisals of municipal property for insurance purposes.
Notes: T= Event, act or omission on which claim is based took place
T+15
L-05 Insurance Policies
Scope: Includes municipal insurance policy documents, such as vehicle,
liability, theft, and fire insurance. Includes non- litigation claims only.
Notes: T = Expiration of policy
T+15
L-06 Land Acquisition and Sale
Scope: Includes records regarding real estate transactions, conveyance of
land, lot sales, alley closings and allowances whether through
voluntary transactions or expropriation. Includes deeds and
expropriation plans, purchase letters and appraisals.
Notes:
P
L-07 Opinions and Briefs
Scope: Includes copies of opinions and briefs prepared by the municipality's
legal counsel on specific issues and by-laws.
Notes:
S+1
L-08 Vital Statistics
Scope: Includes registers of births, stillbirths, deaths and marriages.
Notes:
P
L-09 Prosecutions
Scope: Includes records regarding prosecutions to enforce bylaws and
federal and provincial legislation.
Notes: T=Delivery of Judgment
T+6
L-10 Subdivision Assumption-Street Dedication & Assumption
Scope: Includes records leading to assumption of streets/roads and
subdivision assumption.
Notes:
P
M MEDIA & PUBLIC RECORDS
M-00 Media and Public Relations - General
Scope: Includes records regarding media and public relations, which cannot
be classified elsewhere. Use only if no other heading is available.
Notes:
C+1
M-01 Advertising
Scope: Includes records regarding news releases and public advertising in
magazines, newspapers, radio, television, and transit.
Notes:
C+1
M-02 Ceremonies and Events
Scope: Includes records regarding participation in special events, openings,
anniversaries and Remembrance Day. Also includes records
regarding the set-up and running of special events, Beef B-B-Q,
Retirement Parties, Parades, Golf Tournament etc.
Notes:
C+4
M-03 Municipal Charitable Campaigns-Fund Raising
Scope: Includes records regarding the raising of funds and donations for the
municipality. Includes the United Way, Cancer Fund, community
interest groups, Bingo and Nevada tickets, etc.
Notes:
C+6
M-04 Complaints, Commendations & Inquiries
Scope: Includes records regarding commendations, requests for information,
and very general types of inquiries and general complaints. Also
includes concerns about services offered by the Municipality,
inquiries about council proceedings and congratulatory letters.
Notes: Excludes
Accessibility of Records (F.O.I) A-17
By-law Enforcement-Complaints P-01
C+1
M-05 Publications/Promotions
Scope: Includes typed manuscripts, artwork, printed copies and related
records regarding the publication of tourism information, trade shows,
current events, industrial directories, business directories, and maps.
May include annual reports of a non-financial nature and newsletters
published for distribution to the public and in-house.
Notes:
C+1
M-06 Visual Identity and Insignia
Scope: Includes records regarding the standards, which apply to graphic
designs in the interest of establishing a Visual Identity Program.
Includes logo and letterhead design, signage, flags and vehicle
identification. Also includes records regarding corporation insignia
and seals of office.
Notes:
P
P PROTECTION & ENFORCEMENT SERVICES
P-00 Protection & Enforcement Services - General
Scope: Includes records regarding protection and enforcement services,
which cannot be classified elsewhere. Use only if no other heading is
available.
Notes:
C+1
P-01 By-law Enforcement - Complaints
Scope: Includes records of by-law complaints and municipal efforts to
enforce bylaws such as order to comply, inspection reports, stop
work orders, working notes, correspondence, exhibits, and
photographs.
Notes:
P
P-02 Daily Occurrence Logs
Scope: Includes logs maintained of daily occurrences logs maintained by the
Building Inspectors, Chief Building Official and Municipal By-law
Enforcement Officers.
Notes:
C+6
P-03 Emergency Planning
Scope: Includes records regarding the planning and rehearsal of emergency
measures and report to E.M.O.
Notes:
S+1
P-04 Hazardous Materials
Scope: Includes information and reports on chemicals and substances that
pose fire hazards. Also includes records dealing with toxic substance
control, transportation and effects.
Notes: Hazardous Materials Data Sheets (MSDS) shall be kept
permanently.
S+1
P-05 Incident/Accident Reports
Scope: Includes fire, vandalism and security incident reports and reports of
accidents that occur at recreational facilities and other municipal
properties. Includes firefighter attendance at emergencies
Notes:
P
P-06 Public Health
Scope: Includes records from the Elgin Health Unit and public health
information.
Notes:
S+1
P-07 Licences
Scope: Includes records regarding licenses administered by or required by
the municipality, or required by the province, such as licensing for
dog kennels, dogs, liquor, businesses, lotteries and quarries,
inspections performed on private institutions, etc.
Notes: Excludes
Vital Statistics L-08
Animal Control-Dog Licenses P-10
T+1
P-08 Building Permits
Scope: Includes permits issued to builders, contractors, and residents giving
them permission to build or renovate. Includes entrance permits,
culvert permits. (minor construction including plans for single family
dwellings, semi detached dwellings, additions, accessory buildings
and agricultural buildings)
Notes:
Building Permits
Scope: Includes permits issued to builders, contractors, and residents giving
them permission to build or renovate. Includes entrance permits,
culvert permits. (major commercial, industrial, institutional and
residential buildings)
Notes:
C+6
P
P-09 Permits, Other
Scope: Includes applications and copies of permits issued by the
Municipality as well as permits issued giving permission to hold
special events, transport oversize loads, erect signs, park on the
street, moving permits, and fire permits.
Notes: Excludes
Building Permits P-08
T+1
P-10 Animal Control-Dog Licenses
Scope: Includes records regarding the control of household pets, strays,
livestock and wildlife and livestock evaluation reports. Also includes
yearly dog licensing.
Notes:
C+6
P-11 Emergency Services General
Scope: Includes records regarding land ambulance, fire and rescue services.
Notes: Excludes
Incident/Accident Reports P-05
C+6
P-12 Provincial Offenses
Scope: All Provincial Offences documentation including correspondence.
Notes:
C+6
R RECREATION & CULTURE
R-00 Recreation and Culture - General
Scope: Includes records regarding recreation and cultural services, which
cannot be classified elsewhere. Use only if no other heading is
available.
Notes:
C+1
R-01 Heritage Preservation
Scope: Includes records regarding heritage and historical development,
including designations of buildings, districts, and cemeteries.
Notes: T = Removal of designation.
T+1
R-02 Library Services
Scope: Includes circulation lists, recommendations for additions to library
collections, information searches, inter-library loan requests and
more general records regarding the operation of libraries.
Notes:
C+4
R-03 Museum and Archival Services
Scope: Includes registers of holdings, museum programming, activity
reports, historical society holdings, archival operations, conservation
information and related records.
Notes:
C+4
R-04 Trails-Cycling
Scope: Includes records and correspondence pertaining to trails construction
maintenance and cycling initiatives.
Notes:
S+6
R-05 Financial Assistance Applications
Scope: Includes correspondence and applications pertaining to Municipal
Financial Assistance applications.
Notes:
C+6
T TRANSPORTATION
T-00 Transportation – General
Scope: Includes records regarding transportation which cannot be classified
elsewhere. Use only if no other heading is available.
Notes:
C+1
T-01 Illumination
Scope: Includes records and studies regarding the installation and repair of
equipment used to illuminate roads including streetlights and
pedestrian crossover lights. Also includes records on power
consumption.
Notes: T= Completion of project.
T+1
T-02 Parking
Scope: Includes records and studies regarding municipal parking issues
such as handicapped parking, lot and garage operations, fire routes
and employee parking.
Notes: T= Closure of lot or space.
T+1
T-03 Public Transit
Scope: Includes records regarding public transit systems. Includes
schedules, routes, maps and similar information. Also includes
project records regarding the construction of bus shelters and similar
facilities, route administration and planning, fare policies and
intergovernmental transit.
Notes: T = Closure of route/shelter/stop
T+6
T-04 Road Construction
Scope: Includes records and studies regarding construction projects on
roads. Includes the construction of new roads and major
improvements to existing roads, resurfacing, widening and bridges.
Notes T = Asset no longer exists
T+6
T-05 Road Maintenance
Scope: Includes records and studies regarding the inspection and
maintenance of roads. Includes the installation of culverts, minor
repairs to road surfaces, curbs and sidewalks, cycle-ways, footpaths,
walkways. Also includes grading, ploughing and sanding of roads,
snow removal and cleaning.
Notes: T = Asset no longer exists
T+6
T-06 Signs and Signals
Scope: Includes records and studies regarding the manufacture and
installation of signs and signals.
Notes: T = Removal of sign/signal.
T+6
T-07 Traffic
Scope: Includes records and studies regarding the flow of traffic on roads.
Includes intersection drawings, pedestrian crossovers, crossing
guards, traffic counts, traffic accident statistics and related records.
Notes:
P
T-08 Roads and Lanes Closures
Scope: Includes records on roads and lanes closed on a permanent or
regular basis. Records include reports, appraisals and
correspondence.
Notes:
P
T-09 Field Survey/Road Survey Books
Scope: Includes engineering field survey notes and survey books.
Notes:
P
T-10 Harbour
Scope: Includes all records associated with the Harbour and Harbour lands.
Notes:
P
V VEHICLES & EQUIPMENT
V-00 Vehicles and Equipment – General
Scope: Includes records regarding vehicles and equipment, which cannot be
classified elsewhere. Use only if no other heading is available.
Notes:
C+1
V-01 Fleet Management
Scope: Includes records of all vehicles currently leased or owned, operated
and maintained by the municipality. This includes vehicle history files,
vehicle maintenance, registration and disposal.
Notes: T = termination of lease or vehicle disposal
T+6
V-02 Mobile Equipment
Scope: Includes records regarding mobile equipment used in conjunction
with vehicles and emergency vehicles. Also includes maintenance
and history files on equipment such as generators, pumps and
sanders.
Notes: T = End of service date
T+6
V-03 Transportable Equipment
Scope: Includes records regarding transportable equipment used by the
municipality. Also includes maintenance and history files on
equipment such as lawnmowers, hoses, weed-eaters, drills, and
rescue equipment.
Notes: T = End of service date
T+6
V-04 Protective Equipment
Scope: Includes records regarding protective equipment used by the
municipality. Also includes maintenance and history files on
equipment such as breathing apparatus, breathing tanks, down
alarms, etc.
Notes: T = End of service date
T+6
CORPORATION OF THE MUNICIPALITY OF BAYHAM
SCHEDULE II TO BY-LAW 2014-XXX
RECORDS RETENTION BY-LAW
REQUEST TO DESTROY MUNICIPAL RECORDS
MUNICIPALITY OF BAYHAM
Date: ____________________
TO: Administrator
From: ____________________________________
(Name)
I hereby request permission to destroy the following municipal
records in accordance with the provisions of the Records
Retention By-law No. 2014-XXX for the Municipality of Bayham.
List of Records requested for destruction:
CORPORATION OF THE MUNICIPALITY OF BAYHAM
SCHEDULE III TO BY-LAW 2014-XXX
RECORDS RETENTION BY-LAW
WITNESS STATEMENTS AS TO
DESTRUCTION OR TRANSFER OF RECORDS
MUNICIPALITY OF BAYHAM
WITNESSES
We, ______________________and __________________________
state that we were present upon _________________________ and did
(date)
witness _______________________________________ of the Municipalilty of
Bayham, destroy the following records in accordance with the provisions of the
Records Retention By-law No. 2014-XXX for the Municipality of Bayham.
OR
We, ________________________ and _____________________________
state that we were present upon ___________________________ and did
(date)
witness ___________________________________ of the Municipality of
Bayham
transfer the following records to
_____________________________________________
(name of Storage Facility, Archives)
as such records are no longer required to be retained by the Municipalilty of
Bayham in accordance with By-law No. 2014-XXX but may be of historical
interest to the public.
List of Records destroyed or records transferred to the above-listed Library,
Museum or Archives: