The Corporation of the TOWN OF MILTON

The Corporation of the TOWN OF MILTON Report to: Mayor G.A. Krantz & Members of Council From: Troy McHarg, Town Clerk Date: August 27, 2007 Repo...
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The Corporation of the TOWN OF MILTON Report to:

Mayor G.A. Krantz & Members of Council

From:

Troy McHarg, Town Clerk

Date:

August 27, 2007

Report No.

ES-056-07

Subject:

Corporate Records Management Policy and Records Retention By-law

RECOMMENDATION:

THAT Report ES-056-07 regarding the records management policy and records retention by-law be received for information; AND THAT Council approve the records management policy attached as Schedule “A” to Report ES-056-07; AND THAT a by-law be presented to Council, upon approval by the Municipal Auditor, to provide for the retention of records by the Town of Milton; AND THAT staff be given authority to make minor modifications to the by-law attached as Schedule “B” to Report ES-056-07, as necessary.

REPORT Background • By-law Nos. 64-82 and 74-82 established a retention schedule for various documents. • The records the Town receives and produces have changed since 1982, and the existing records retention schedules do not capture these documents. • In 2005, Council approved the Corporate Records Management Program Strategy which outlined a number of recommendations for improvements to the Town’s current records management practices. • The Corporate Records Management Program Strategy did not receive budgetary support to implement all recommendations, however, outside consulting assistance was contracted to assist with developing a corporate records management policy and records retention by-law, which are the subject of this Report.

The Corporation of the TOWN OF MILTON

Council Report No.ES-056-07 Page No. 2

Discussion In an effort to encompass all records received and produced by the Town, and to reflect corporate functions and programs, staff (with the assistance of Imerge Consulting) has prepared a new records retention schedule. A records management policy has also been prepared to outline provisions for the management of information within the Town that ensures economy and efficiency in the creation, maintenance, storage and disposal of corporate records. The records retention schedule (see Schedule “B” to this report) classifies records according to business function and subject matter, and provides staff with a means to track records from creation to final disposition. Legislation such as the Municipal Freedom of Information & Protection of Privacy Act and the Employment Standards Act require that certain classes of records identified in the legislation be kept for specified periods of time. The use of a retention schedule ensures that records are not destroyed prematurely, and makes it possible to respond to requests for information in a timely fashion. It should be noted that the records retention by-law identifies responsibilities of a Corporate Records Officer. Until this position receives budgetary approval, the corporate-wide duties associated with the Corporate Records Officer position will not be undertaken. Relationship to the Strategic Plan Goal – A responsible, cost effective and accountable local government – the implementation of a records retention by-law and record management policy will ensure that staff are able to effectively and efficiently deliver required services and able to locate information in a timely manner. Financial Impact The implementation of a new records classification system as well as a new records retention by-law will impact staff in all departments, however, these impacts are expected to be accommodated within current operating budgets. Staff will continue to seek budgetary approval for implementation of all recommendations of the 2005 Corporate Records Management Program Strategy during the annual budget process.

The Corporation of the TOWN OF MILTON

Council Report No.ES-056-07 Page No. 3

Respectfully submitted,

Troy McHarg Town Clerk If you have any questions on the content of this report: Karyn Bennett, Deputy Clerk, ext. 2109 Attachments:

Schedule “A” - Records management policy Schedule “B” - Draft records management by-law (including retention schedule)

CAO Approval: _________________________

SCHEDULE "A" TO REPORT ES-056-07 POLICY NO. CORPORATE RECORDS MANAGEMENT

Page 1 of 5 Ref: ES-056-07 + August 27, 2007

Overview It is the policy of the Town of Milton to provide a corporate-wide Records Management Program to maintain, protect, preserve, and dispose of records in accordance with government regulations, legal requirements, historical/archival needs and to maintain a high level of customer service. Purpose The objective of this policy is to outline provisions for the management of information within the Town of Milton, ensuring economy and efficiency in the creation, maintenance, retrieval, storage and disposition of records while providing for the coordination of activities required to support records management services in our offices.

Records serve as the corporate memory and aid in decision-making, the provision of litigation support, aid in organizational efficiency, meet legisltaive and regulatory requirements, and preserve organizational and operational history. Scope This policy applies to all records within the Town of Milton, including those produced or received within the departments. This policy regulates the creation of all documents and records , maintenance of active records in the corporate alpha-numeric file classification system , preparation , issuance and updating of approved records retention schedules , management of inactive records storage , and the identification and protection of Town of Milton records in accordance with government regulations and legal requirements. Policy The Records Management policy shall: • provide records keeping systems and services that efficiently maintain and retrieve information • provide efficient and prompt disposal of records when their administrative, legal, and fiscal value has ceased and all requirements of Town of Milton by-laws as they affect public documents have been met while preserving those records of enduring value to the Town. • provide efficient development and use of electronic records management systems where cost effective applications exist. • provide records management input into the planning and development of systems designed to enhance information management. • standardize the type of equipment and supplies utilized in the maintaining of corporate records and provide for records management input into the design or redesign of existing or future accommodation of our records. • prevent the creation of unnecessary records, including forms, directives and reports. • provide for the storage and retrieval of inactive records. • provide for ongoing training of staff involved in delivering and using the records management program. • Provide for the preservation of corporate history. Implementation of the policy will ensure that: • There is corporate compliance with the file classification system • Filing and storage space is economically utilized • Vital and archival records are protected

POLICY NO. CORPORATE RECORDS MANAGEMENT

Page 2 of 5

• Legal requirements are met • Retrieval of records is simplified • Staff turnover does not affect the corporate memory of its records • Index of all corporate records as required by the Municipal Freedom of Information and Protection and Privacy (MFIPPA) Act is maintained

Introduction to File Plan and Retention Schedule Type of File Plan: The standardized filing system is Subject Numeric. Under this policy, the Town Clerk shall have authority to amend the structure of the filing system as required. The system consists of three levels of hierarchical structure: • Primary The Primary Headings are indicated by an alphabetic character. Primary Headings are functional, not organizational or departmental; e.g., although the Community Services Department may use more files with the character "R" (Recreation and Culture), they would also use other Primary Headings as they pertain to specific functions. Conversely, other departments may have files dealing with recreation matters and these would be filed in this "R" Primary. • Secondary Secondary Headings are indicated by a two digit number. The codes are assigned according to municipal needs by the Records Coordinator. • Tertiary The Tertiary subjects or file titles are assigned by the User Department. They are typed on a plain or colour coded label and affixed to the folder. Alphabetic labels or numeric labels can also be affixed to the folder to aid in retrieval. (See pages 3 and 4 of this subject). A clarification of which records are included or excluded from the heading is explained in the Scope Notes. The system has the following 13 Primary Subjects: Administration ............................................................................................................................................................ A Council, Boards and By-Laws .................................................................................................................................... C Development and Planning ........................................................................................................................................ D Environmental Services ............................................................................................................................................. E Finance and Accounting ............................................................................................................................................ F Human Resources ..................................................................................................................................................... H Legal Affairs ............................................................................................................................................................... L Media and Public Relations ....................................................................................................................................... M Protection and Enforcement Services ........................................................................................................................ P Recreation and Culture .............................................................................................................................................. R Social and Health Care Services ............................................................................................................................... S Transportation Services ............................................................................................................................................. T Vehicles and Equipment ............................................................................................................................................ V

A summary of the primary and secondary headings appear on the following page.

POLICY NO. CORPORATE RECORDS MANAGEMENT ADMINISTRATION - A Administration, General A00 Associations and Organizations A01 Staff Committees and Meetings A02 Computer/Information Systems A03 Conferences and Seminars A04 Consultants A05 Inventory Control A06 Office Equipment and Furniture A07 Office Services A08 Policies and Procedures A09 Records Management A10 Records Disposition Al 1 Telecommunications Systems A12 Travel and Accommodation A13 Uniforms and Clothing A14 Vendors and Suppliers A15 Intergovernmental Relations A16 Accessibility of Records (FOI) A17 Security A18 Facilities Construction and Renovations A19 Building and Property Maintenance A20 Facilities Bookings A21 COUNCIL, BOARDS AND BY-LAWS - C Council, Boards and By-Laws - General COO By-Laws C01 By-Laws - Other Municipalities C02 Council Agenda C03 Council Minutes C04 Standing Committee Agenda C05 Standing Committee Minutes C06 Elections C07 Goals and Objectives C08 Motions and Resolutions C09 Motions and Resolutions Other Municipalities C10 Reports to Council and Standing Committees C11 Appointments to Boards and Committees C12

DEVELOPMENT AND PLANNING - D Development and Planning - General Demographic Studies Economic Development Environment Planning Residential Development Natural Resources Tourism Development Condominium Plans Official Plans Official Plan Amendment Applications Severances Site Plan Control Subdivision Plans Variances Zoning Easements Encroachments Annexation/Amalgamation Community Improvement Projects Municipal Addressing Reference Plans Industrial/Commercial Development Di g i ta l M apping Agricultural Development Background Reports for Official Plan Secondary Plans Niagara Escarpment

D00 D01 D02 D03 D04 D05 D06 D07 D08 D09 D10 D11 D12 D13 D14 D15 D16 D17 D18 D19 D20 D21 D22 D23 D24 D25 D26

ENVIRONMENTAL SERVICES - E Environmental Services - General Sanitary Sewers Storm Sewers Treatment Plants Trees Environmental Monitoring Utilities Waste Management Water Works Drains Pits & Quarries Nutrient Management Private Sewage Disposal Systems

E00 E01 E02 E03 E04 E05 E06 E07 E08 E09 E10 Ell E12

Finance and Accounting - General Accounts Payable Accounts Receivable Audits Banking Budgets and Estimates Assets Cheques Debentures and Bonds Employee and Council Expenses Financial Statements Grants and Loans Investments Journal Vouchers Subsidiary Ledgers, Registers and Journals General Ledgers and Journals Payroll Purchase Orders and Requisitions Quotations and Tenders Receipts Reserve Funds Revenues Taxes and Records Write-Offs Trust Funds Security Deposits Working Papers Capital Projects GST

Page 3 of 5 F00 F01 F02 F03 F04 F05 F06 F07 F08 F09 F10 F11 F12 F13

Benefits Employee Records Health and Safety Human Resource Planning Job Descriptions Labour Relations Organization Salary Planning Pension Records Recruitment Training and Development Claims Grievances Human Resources Programs

H02 H03 H04 H05 H06 H07 H08 H09 H10 H11 H12 H13 H14 H15

F14 F15 F16 F17 F18 F19 F20 F21 F22 F23 F24 F25 F26 F27 F28

LEGAL AFFAIRS - L Legal Affairs - General Appeals and Hearings Claims Against the Municipality Claims by the Municipality Contracts and A g reements - Under S ea l Insurance A ppra i sa l s Insurance Policies Land Acquisition and Sale Opinions and Briefs Precedents Federal Legislation Provincial Legislation Vital Statistics Prosecutions Contracts and Agreements - Simple

LOO L01 L02 L03 L04 L0 5 L06 L07 L08 L09 L10 L11 L12 L13 L14

MEDIA AND PUBLIC RELATIONS - M Media and Public Relations - General Advertising Ceremonies and Events Charitable Campaigns/Fund Raising Complaints Commendations and Inquiries News Clippings News Releases Publications Speeches and Presentations Visual Identity and Insignia HUMAN RESOURCES - H

FINANCE AND ACCOUNTING - F

Human Resources - General Attendance and Scheduling

H00 H01

M00 M01 M02 M03 M04 M05 M06 M07 M08 M09

POLICY NO. CORPORATE RECORDS MANAGEMENT PROTECTION & ENFORCEMENT - P Protection and Enforcement General By-Law Enforcement Daily Occurrence Logs Emergency Planning Hazardous Materials Incident/Accident Reports Building and Structural Inspections Health Inspections Investigations Licenses Building Permits Permits, Other Warrants Criminal Records Animal Control Community Protection Programs Emergency Services

ServicesP00 P01 P02 P03 P04 P05 P06 P07 P08 P09 P10 P11 P12 P13 P14 P15 P16

RECREATION AND CULTURE - R Recreation and Culture - General Heritage Preservation Museum and Archival Services Parks and Trails Management Recreational Facilities Recreational Programming Community and Sports Groups

R00 R01 R03 R04 R05 R06 R07

SOCIAL& HEALTH CARE SERVICES - S Social and Health Care Services General Public Health Services Cemetery Records

S00 S08 S09

TRANSPORTATION - T Transportation - General Illumination Parking Public Transit Road Construction Road Design and Planning Road Maintenance

TOO T01 T02 T03 T04 T05 T06

Signs and Signals T ra ffic Roads and Lane Closures Field Survey/Road Survey Books Bridges Pedestrian Crossovers Sidewalks and Walkways

T07 T08 T09 T10 T11 T12 T13

VEHICLES AND EQUIPMENT - V Vehicles and Equipment - General Fleet Management Mobile Equipment Transportable Equipment Protective Equipment

V00 Vol V02 V03 V04

Page 4 of 5

SCHEDULE "A" TO REPORT ES-056-07 CORPORATE RECORDS MANAGEMENT

POLICY NO. Page 5 of 5

Length of Time to Keep Records , or Retention of Records The Records Retention Schedule (see Schedule " B" to By-law No . XX-2007) is based on the record series identified in the classification schedule . The Retention limits have been assigned based on the legislation and regulations which apply , as well as the administrative value of the records . The Records Retention Schedule must be approved within each Municipality by an auditor and then be passed by By-law. The Clerk' s Office will retain the original list of sources consulted (Acts and Legislations ) and citations to support the number of years indicated. All retention limits indicated begin after the current year. The Records Retention Schedule is divided into six columns as follows: • Class Code - The assigned primary and secondary code for the record series. • Secondary Heading - The heading associated with the file code. • Responsible Department - This column indicates the department responsible for keeping the master copy of the record. Departments generally only request their own department's records. • Keep Department - This column indicates the total length of time the record is to be kept in the Department. It is equivalent to the record's "active life". This can be based on fiscal or calendar years. • Off-Site - This column indicates the total length of time the record is to be kept inactive or in storage. • Total Retention - This column indicates the total length of time the record is to be kept (i.e. sum of Keep Department and Off-Site). • Legend - is found at the bottom of each Schedule page. It provides definitions for abbreviations used in the Schedule. Abbreviations Used • P - represents "Permanent". A file with this retention limit is never destroyed. • S - represents "Superseded". A file with this retention limit is transferred or destroyed when it has been replaced. • T - represents "Terminated". A file with this retention limit is transferred or destroyed when the subject to which it pertains has ended in some way. For example, an employee file is terminated when an employee leaves the organization, etc. An insurance policy file is terminated upon expiry of the policy. • * represents "Maximum Copy Retention". Records of any subject of which copies are retained by other departments, have a total retention limit of no greater than the "Responsible Department's", "Keep in Department" value. • ** represents "Subject to Archival Selection". Certain records have been designated as having potential historical and research value to the municipality when their other values have been exceeded. These records may be set aside for review and culling by an archivist prior to their destruction. Processing Inactive Records Inactive records and records which have fulfilled their retention requirements should be purged or removed from the active files. Purging should take place at least once a year in all departments.

SCHEDULE "B" TO REPORT ES-056-07 THE CORPORATION OF THE TOWN OF MILTON BY-LAW NUMBER XX-2007 BEING A BY-LAW TO PROVIDE A SCHEDULE OF RETENTION PERIODS FOR THE RECORDS OF THE TOWN OF MILTON AND TO REPEAL BY-LAW NOS. 74-82 AND 64-82 WHEREAS Section 255 of the Municipal Act 2001, S.O. 2001, c. 25, as amended, provides that 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 in accordance with Section 254 thereof;

AND WHEREAS the Council of the Corporation of the Town of Milton deems it desirable to establish a corporate records management policy and retention periods for the records of the municipality by enactment of this By-law; AND WHEREAS the Municipal Auditor approved the Records Retention By-law on ???, 2007. NOW THEREFORE the Council of The Corporation of the Town hereby enacts as follows: 1. DEFINITIONS a) "Auditor" shall mean the person or firm appointed by Town Council from time to time to perform the annual audit of the records of the Town; b) "Classification (as in records classification)" shall mean the systematic identification and arrangement of business activities and/or records into categories according to logically structured conventions, methods, and procedural rules, represented in a classification scheme; c) "Council" shall mean the Council for the Corporation of the Town of Milton; d) "Destroy" shall mean the process of eliminating or deleting data, documents and records so that the recorded information no longer exists; e) "Disposition with respect to records" shall mean a range of processes associated with implementing records retention, destruction, loss, or transfer decisions or ownership that are documented in disposition authorities or other instruments;

Page 1 of 49 of By-law No . XX-2007

f)

"Electronic Record/Document " shall mean a set of recorded information that is recorded or stored on any medium in or by a computer system or similar device and that can be read, perceived by a person or a computer system or other similar device;

g)

"Expungement" shall mean a process to eliminate completely, to wipe out, to destroy, or to obliterate an electronic record;

h) "Medium/media" shall mean the physical material which serves as a functional unit, in or on which information or data is normally recorded, in which information or data can be retained and carried, from which information or data can be retrieved, and which is nonvolatile in nature;

i) "Corporate Records Officer" shall mean the individual designated by the Town Clerk who is authorized to act on behalf of the Town and entrusted for overall governance of the records management program; 1)

"Official records" shall mean recorded information in any format or medium that documents the Town's business activities, rights, obligations or responsibilities or recorded information that was created, received, distributed or maintained as evidence and information by the Town in pursuance of legal obligations or in the transaction of business;

k) "Orphan Data" shall mean data that is not machine readable because the data exists with no identifiable computer application or system that can retrieve it, or the data is machine readable but does not have sufficient content, context or structure to render it understandable; I) "Records" shall mean any recorded information, however recorded, whether in printed form, on film, by electronic means or otherwise, including correspondence, memoranda, plans, maps, drawings, graphic works, photographs, film, microfilm, microfiche, sound records, videotapes, e-mail, machine readable records, and any other documentary material regardless of physical form or characteristics, and including "official records" and "transitory records; m) "Records management" shall mean the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records; n) "Retention period" shall mean the period of time that records are kept to meet operational, legal, regulatory, fiscal or other requirements by the Town before they may be disposed of;

Page 2 of 49 of By-law No . XX-2007

o) "Retention schedule " shall mean a document that describes the Town's records at a series level , and indicates the length of time that each series shall be retained before its final disposition. It specifies those records to be preserved for their archival or legal value , and on a continuing basis, authorizes the destruction of the remaining records after the lapse of a specified retention period or the occurrence of specified actions or events. Records retention schedules serve as the legal authorization for the disposal of the Town ' s records; p) "Town " shall mean The Corporation of the Town of Milton; q)

"Transitory records" shall mean records kept solely for convenience of reference and of limited value in documenting the planning or implementation of Town policy or programs , such as:

i) copies of miscellaneous notices or memoranda concerning routine administrative matters or other minor issues; ii) information copies of widely distributed materials, such as minutes, agendas and newsletters, unless the information copy has been annotated to reflect significant input or for other program purposes; iii) preliminary drafts of letters , memoranda or reports and other informal notes which do not represent significant steps in the preparation of a final document and which do not record decisions; iv) duplicate copies of documents in the same medium which are retained only for convenience or future distribution; v) voice-mail messages; vi) e-mail messages and other communications that do not relate to Town business; vii) copies of publications , such as , published reports , administration manuals , telephone directories , catalogues , pamphlets or periodicals; viii) duplicate stocks of obsolete publications , pamphlets or blank forms; ix) unsolicited advertising materials , including brochures , company profiles and price lists. 2. RETENTION SCHEDULE a) The records retention schedule attached hereto as Schedule "A" forms part of this By-law, and may be amended from time to time as necessary. b) The Corporate Records Officer shall administer this By-law and shall ensure that the retention periods set out in Schedule "A" attached hereto comply with all relevant legal requirements for records retention.

Page 3 of 49 of By-law No . XX-2007

c) In determining the retention periods for any records, the Corporate Records Officer shall consider, in consultation with other Town employees where appropriate: i. the operational nature of the records, including the period of time during which the Township uses the records to perform its functions; ii. the legal nature of the records, including the period of time necessary to comply with statutory or regulatory requirements or requirements imposed by agreements, permits or similar documents, or to ensure that the records are available in case of investigation or litigation; iii. the fiscal nature of the records, including the period of time necessary for audit or tax purposes; and iv. the historical nature of the records, including the long-term value of the records for documenting past events or the origins and history of the Town. 3. EMPLOYEE RESPONSIBILITIES All Town employees who create, work with or manage records shall: i. comply with the retention periods as specified in Schedule "A" attached hereto; ii. ensure that official records in their custody or control are protected from inadvertent destruction or damage; and, iii. ensure that transitory records in their custody or control are destroyed when they are no longer needed for short-term reference. 4. CORPORATE RECORDS OFFICER The Corporate Records Officer shall: i. develop and administer policies and establish and administer procedures for the Town's records management program; ii. periodically review and make recommendations with respect to this Bylaw, including Schedule "A" attached hereto; iii. ensure that official records are preserved and disposed of in accordance with Schedule " A" attached hereto; and,

Page 4 of 49 of By-law No . XX-2007

iv. ensure that all disposition notices prepared pursuant to Subsection (a) of Section 5 of this By-law and all certificates of disposition prepared pursuant to Subsection (f) of Section 5 of this By-law are preserved. 5. DISPOSITION OF RECORDS a) The Corporate Records Officer shall notify the manager of the business unit in writing, of the scheduled disposition of records, including a list of the records eligible for disposition and the scheduled disposition date. b) The manager of the business unit shall notify the Corporate Records Officer in writing , before the scheduled disposition date , whether any of the records included in the disposition notice need to be retained past the scheduled disposition date , and the reason why such further retention is necessary.

c) Prior to destruction of an information database or orphan data, the following documents are required: 1. a written description containing, to the extent that such information is available, the following: a. the title of the system; b. the identification of the business unit responsible for the creation or use of the data; c. a brief description of the system's purpose; d. where possible, a contents list of the information being destroyed; or e. a brief description of any sub-systems, their purpose and relationship to the main system or other sub-systems; and f. the name of the technical contact person who is responsible for documenting the system; 2. the written approval of the business unit authorizing the destruction of such records. 3. where applicable to satisfy the provisions of the Federal Income Tax Act, Excise Tax Act, Employment Insurance Act or Canada Pension Plan, an exemption from the Minister of National Revenue from the requirement to keep records in an electronically readable format.

Page 5 of 49 of By-law No . XX-2007

4. After the destruction of an information database or orphan data, the manager of the business unit must provide a destruction certificate to the Corporate Records Officer to provide an audit trail. d) Where appropriate and taking into account the principles governing the disposition of official records, the Corporate Records Officer shall reschedule the disposition of any records listed in the notice referred to in Subsection (b) of this section for up to one year later than the scheduled disposition date. e) Re-scheduling the disposition of any records beyond a one year period requires written notice from the manager of the business unit to the Corporate Records Officer for each additional year.

f)

If no notice is received under Subsection (b) of Section 5 of this By-law before the scheduled disposition date, the records shall be deemed to be authorized for disposition by the manager of the business unit, and the records shall be destroyed by the Corporate Records Officer.

g) When official records have been disposed of pursuant to this By-law, the Corporate Records Officer shall obtain written confirmation of such disposition. 6. PRINCIPLES GOVERNING THE DESTRUCTION OF OFFICIAL RECORDS a) The following principles govern the destruction of official records: i. when there are no further business or legal reasons for retaining official records, they shall be destroyed or expunged as appropriate; ii. official records pertaining to pending or actual investigation or litigation shall not be destroyed; iii. official records disposed of at the end of a retention period, as well as drafts and copies of records disposed of on a regular basis, shall be destroyed in a way that preserves the confidentiality of any information they contain. b) Official records in the custody or control of the Town shall not be destroyed unless such records are older than the retention period set out in Schedule "A" attached hereto and have been identified in a disposition notice prepared pursuant to Subsection (a) of Section 5 of this By-law. c) Copies of official records may be destroyed at any time if the original records are being retained in accordance with Schedule "A" attached hereto.

Page 6 of 49 of By -law No . XX-2007

7. EFFECT a) This By-law will take effect on the date it is passed. 8. SHORT TITLE a) This By-law shall be known as the "Records Retention By-law". 9. REPEAL a) By-law Nos. 74-82 and 64-82 are hereby repealed. READ a FIRST, SECOND and THIRD TIME and FINALLY PASSED this XX day of XXX, 2007.

Mayor Gordon A. Krantz

Town Clerk Troy McHarg

Page 7 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

MIITONI A ADMINISTRATION Class Code

Secondary Heading

AOO

Administration - General

Responsible

Keep *

Off

Total

Dept.

Dept.

Site

Ret.

Originating

I

Originating

3

-

3

Originating

1

3

4**

Corporate Services

S

6

S+6

I

Includes administrative records which cannot be classified elsewhere including general correspondence, quarterly reports. Use only

if no other heading is available. AOl

Associations and Organizations Includes correspondence, minutes, agenda, notices and reports regarding organizations and associations to which staff belong or with which they communicate in the course of their duties such as FCM, AMCTO, MISA, Ontario Farm Drainage Association etc. Excludes -Membership Fees - see Accounts Payable, FO I.

A02

Staff Committees and Meetings Includes records regarding the activities of staff committees and meetings. Includes notices of meetings, agenda, minutes, etc. May also include copies of staff activity reports.

Excludes -Council Minutes and Agenda - see C03-C04. -Standing Committees - see C05-C06.

A03

Computer/Information Systems 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. Excludes -Reports - file by subject. -Acquisitions - see Quotations and Tenders, F 18.

C - Current Year Plus P - Permanent S - Superseded

T- Terminated

** Subject to Archival Selection Page 8 of 49 of By- law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

J/

Class Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

A04

Conferences and Seminars

Originating

I

-

I**

Originating

2

-

2**

Corporate Services

1

5

6

Originating

T

-

T

Total Ret.

Includes invitations, approvals, agenda, notes on proceedings, and other records regarding conferences, conventions, seminars and special functions attended by staff, or sponsored by the municipality as well as travel arrangements, accommodation, itineraries, reservations, confirmation of reservations, hotel brochures related to the conference, restaurants, convention sites etc. Excludes -Speeches and Presentations - see M08. -Employee and Council Expenses - see F09. -Ceremonies and Events - see M02. -Invoices - see FOl. -Rental Agreements - see L 14

A05

Consultants Includes correspondence, proposals, resumes and other documents regarding the selection, appointment and monitoring of consultants. May include similar records regarding legal solicitors and engineering firms. Excludes -Reports - file by subject.

-Quotations and Tenders - see F18. -Invoices - see FO I.

A06

Inventory Control Includes inventory statements and reports, and all other records regarding the control of supplies, fuel and small equipment stock levels. Excludes -Assets - see F06.

A07

Office Equipment and Furniture Includes records regarding the design and maintenance of owned and leased office equipment and furniture. Includes chairs, desks, tables, photocopiers, printers, microfiche readers, etc. Excludes -Computer Hardware and Software - see Computer/Information Systems, A03. -Service A eements - see Contracts and Agreements - Simple, L14.

C - Current Year Plus

P - Permanent S - Superseded

T- Terminated

T=Disposal of asset

** Subject to Archival Selection Page 9 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Class Code

Records Management Policy and Manual April, 2007

Secondary Heading

Responsible Dept.

Keep * Dept.

Off Site

Total Ret.

A08

Office Services Includes records regarding rates and services provided by courier, mail and postage firms. Also includes records regarding the interoffice mail system, internal printing, and word-processing services.

Originating

I

-

1

A09

Policies and Procedures

Originating

S

P

P**

Clerk's

S

-

S

Clerk's

P

-

P

Corporate Services

S

-

S

Includes olio and procedure manuals, guidelines and directives. AlO

Records Management Includes information regarding the management of corporate records, regardless of medium. Specific records include file listings, feasibility studies, and records centre operations. Excludes -Retention By-Law - see CO1. -Policies and Procedures - see A09. -Records Disposition - see A11.

Records Disposition All

Includes records regarding the disposition of municipal records. Includes the disposal method used and forms authorizing and describing the destruction of records.

A12

Telecommunications Systems 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. Excludes -Licenses - see P09. -Assets - see F06. -Long Distance Call Records - see Accounts Payable, FOl. -Agreements - see Contracts and Agreements, L04 or L14.

C - Current Year Plus P - Permanent S - Superseded

T- Terminated

** Subject to Archival Selection Page 10 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

Class Code

Secondary Heading

Responsible Dept.

Keep* Dept.

Off Site

A13

Travel and Accommodation

Originating

I

-

1

Originating

S

-

S**

Originating

2

-

2

Originating

1

4

5**

Total Ret.

Includes records regarding travel and accommodation arrangements. Includes itineraries, maps, authorizations, reservations, rented vehicles and catalogues and brochures concerning hotels, convention sites and restaurants. Excludes - Employee and Council expenses - see F09

A14

Uniforms and Clothing Includes records regarding uniforms and special clothing used by municipal staff members, such as uniforms, firefighters' clothing and safety clothing.

A15

Vendors and Suppliers Includes records regarding vendors and suppliers of goods and services as well as information about these goods and services, such as catalogues, price lists, correspondence, and bidders information sheets. Excludes -Purchase Orders and Requisitions - see F17. -Office Equipment - owned and leased - see A07. -Fleet Management - see Vol.

A16

Intergovernmental Relations Includes correspondence and other records of a general nature regarding the relationship between the municipality and all other levels of government (such as telephone numbers, contact names, etc.). May include correspondence to and from Boards and Commissions. Where possible, these records should be filed by their subject, not the originator or recipient of the report and/or correspondence.

C - Current Year Plus P - Permanent S - Superseded

T- Terminated ** Subject to Archival Selection Page 11 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY -LAW NO . XX-2007

Class Code

Secondary Heading

A17

Accessibility of Records (F.O.I.)

Records Management Policy and Manual April, 2007

Responsible Dept.

Keep * Dept.

Off Site

Clerk's

2

-

2

Originating

2

3

5

Originating

T

6

T+6**

2

4

6

Total Ret.

Includes documents regarding the municipality's responsibilities under the Freedom of Information and Protection of Privacy Act, and records regarding the handling of requests under the Act. Excludes -Copies of the Act - see Provincial Legislation, L 11. -Complaints and Inquiries - see M04.

A18

Security Includes reports, requests, logs, and other records regarding the security of offices/facilities and properties such as security passes and control of keys. Excludes -Vandalism Reports - see Incident/Reports, P05. -Computer Security - see Computer/Information Systems, A03.

A19

Facilities Construction and Renovations Includes records for the planning and construction of municipal facilities such as fire stations, pools, and office buildings. Includes site meetings, consultant's reports, and cost reports. Also includes architectural and engineering drawings.

A20

Building and Property Maintenance

T-Completion of projects, Specs Permanent

Originating

Includes records regarding the maintenance of the municipality's buildings and properties, such as cemeteries, bus terminals, garages, libraries, and office buildings. Includes exterior maintenance to buildings, landscaping, grounds keeping and grass cutting. Also includes interior design of buildings, including floor layouts and office cleaning. Excludes -Parks Management - see R04 -Recreational Facilities - see R05.

C - Current Year Plus P - Permanent S - Superseded

T- Terminated ** Subject to Archival Selection Page 12 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

AJ

MILTON Class

Records Management Policy and Manual April, 2007

Responsible

Keep*

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

A21

Facilities Bookings

Originating

I

-

Includes copies of permits and bookings issued for the rental of recreational and administrative facilities for specific activities.

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 13 of 49 of By- law No . XX-2007

1

SCHEDULE "A" OF BY-LAW NO . XX-2007

Records Management Policy and Manual April, 2007

MILTON C COUNCIL, BOARDS & BY-LAWS Class Code

C00

Responsible Dept.

Secondary Heading

Council and By-Laws - General Includes records regarding Council, Boards and by-laws which cannot be classified elsewhere. Use only if no other heading is

Keep * Dept.

Off Site

Total Ret.

Originating

1

1

2

Clerk's

P

-

P**

available.

COl

By-Laws Includes final versions of the municipality's by-laws and amendments and attachments that are legally part of the by-laws. Excludes -Background information - file by subject.

C02

By-Laws - Other Municipalities Includes final versions of by-laws of other municipalities which are of interest.

Clerk's

S

-

S

C03

Council Agenda

Clerk's

P

-

P

Clerk's

P

-

P**

Includes notices of meetings and agenda of Council meetings as well as working notes used in agenda preparation.

C04

Council Minutes Includes minutes of the proceedings of Council meetings. Includes attachments to the minutes.

Excludes -Standing Committees - see C05, C06. -Reports to Council - see C 11.

C05

Standing Committee Agenda Includes notices of meetings and agenda for the committees of Council as well as working notes used in agenda preparation.

Clerk's

P

-

P

C06

Standing Committee Minutes

Originating

P

-

P

Includes minutes of the committees of Council and copies of Local Board Minutes that members of Council belong to including

Committee of Adjustment, Land Division.

C - Current Year Plus P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 14 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

J/I MILTON

Records Management Policy and Manual April, 2007

Class Code

Secondary Heading

Responsible Dept.

C07

Elections

Clerk's

Includes returned notices, ballots, lists of officials, voters' lists, preliminary voters lists, advertising.

T=declaration of

Keep* Dept.

Off Site

Total Ret.

T+90

-

T+90

Clerk's

S

-

S

Originating

S

-

S**

Clerk's

P

-

P**

results, if no recount, etc.

C07-A

Elections Includes campaign finances and auditor's reports, election planning files, election results, oaths taken by council members, ward boundary information

C08

Goals and Objectives Includes records concerning strategic planning, goals and objectives, and mission statements.

C09

Motions and Resolutions Includes final signed versions of resolutions and motions of Council.

CIO

Motions and Resolutions - Other Municipalities Includes final versions of motions and resolutions of other municipalities which are of interest.

Clerk's

S

-

S

C11

Reports to Council and Standing Committees Includes all reports to Council. Filed by subject.

Clerk's

I

P

P**

C12

Appointments to Boards and Committees

Clerk's

I

P

P**

Includes records regarding appointments by Council of staff and council members.

C - Current Year Plus P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 15 of 49 of By -law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

D DEVELOPMENT & PLANNING Class

Responsible

Keep *

Off

Total

Dept.

Site

Ret.

10

3

13

10

5

15**

5

5

10**

10

5

15**

10

5

15**

5

5

10**

Code

Secondary Heading

Dept.

D00

Development and Planning - General Includes records regarding development and planning which cannot be classified elsewhere. Use only if no other heading is available.

Originating

Demographic Studies

Planning

DO]

Includes records regarding trends in population growth, census reports, and density studies. Also includes records regarding the type,

Engineering

Engineering

level and rate of growth of employment, unemployment statistics, composition of the workforce, etc. Excludes -Vital Statistics - see L12

D02

Economic Development Includes records regarding the growth of the economy. Includes studies, statistics, projections, etc.

Planning Engineering

Excludes -Demographic Studies - see DOI. -Residential Development - see D04. -Tourism Development - see D06 -Industrial/Commercial Development - see D21

D03

Environment Planning Includes records regarding general types of environmental studies with a long range planning emphasis, such as storm drainage and flood control planning, parks and open spaces planning, and waste management planning.

Planning Engineering

Excludes -Environmental Monitoring - see E05 -Waste Management - see E07

D04

D05

Residential Development Includes records regarding the availability of housing. Includes general assessments of the need for affordable housing, occupancy rates, housing cost statistics, etc

Engineering

Natural Resources

Planning

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

Engineering

Planning

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 16 of 49 of By-law No. XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Class

Records Management Policy and Manual April, 2007

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

D06

Tourism Development Includes records regarding the tourism industry and efforts made to promote and encourage tourism such as the use of the

Planning

5

5

10**

10

P

P

S

P

P**

T+5

4

T+9

T+5

P

P

D07

D08

municipality as a convention site or special event.

Engineering

Condominium Plans

Planning

Includes records regarding the approval of plans of condominiums. Includes drawings, technical reports, and correspondence, written comments, working notes, background information and applications.

Engineering

Official Plans 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.

Planning

Excludes -Official Plan Amendment Applications - see D09 -Background Reports - see D24 D09

D10

Official Plan, Amendment Applications

Planning

Includes applications to amend the official plan or secondary plans, staff reports, notices, resolutions and decisions.

T=Final Decision

Severances

Planning

Includes records regarding the granting of severances to parcels of land including application for severance

T=Final Decision

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 17 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Records Management Policy and Manual April, 2007

Class

Responsible

Keep *

Off

Total

Dept.

Site

Ret.

Code

Secondary Heading

Dept.

Dl I

Site Plan Control

Planning

5

P

P

Planning

12

P

P

Variances

Planning

T+2

P

P

Includes records regarding the granting of variances in land use including zoning applications from existing zoning regulations. Includes Part Lot Control Exemptions, and Pre-Consultations.

T=Final Decision

T+2

-

T+2

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. Excludes -Systems for Servicing Land - see relevant subject -Site Plan Agreements - see Contracts and Agreements, L04 D12

Subdivision Plans Includes records regarding the approval of plans of subdivisions (both residential and commercial / industrial). Includes drawings, technical reports, correspondence, written comments, working notes and background information. Includes clearance letters, draft approved plans and "red line" revisions, applications, registered plans, and changes to approved plans. Includes house numbering map, schedule of approval, official notice of registration. Excludes - Subdivision Agreements - see Contracts and Agreements, L04.

D13

Excludes -Budget Variances - see F05. D14

Zoning

Planning

Includes records and standards regarding the designation of zones for land use planning purposes and zoning applications for other municipalities. Includes Holding Provisions and Temporary Use.

Engineering T=Final Decision

Excludes -Zoning By-Laws - see CO1. -Variances - see D13

C - Current Year Plus P - Permanent

S - Superseded T- Terminated ** Subject to Archival Selection Page 18 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Records Management Policy and Manual April, 2007

Class Code

Secondary Heading

DI5

Easements Includes all records on Rights of Way and Easements concerning municipal ownership of private lands in order to maintain public service such as water and sewer lines that cross private property.

Keep*

Off

Total

Dept.

Dept.

Site

Ret.

Planning

T+10

P

P

T+5

P

P

I

P

P**

T+1

5

T+6**

5

P

P

Engineering

Excludes -Original Agreements - see Contracts and Agreements, L04

D16

Responsible

T=Termination of right

Encroachments

Planning

Includes all records regarding private properties encroaching on municipal lands including encroachment permits. Also includes surveys and any other related documentation.

Engineering T=Termination of right

Excludes -Original Agreements - See Contracts and Agreements, L04 -Original Encroachment By-Laws - see COI D17

D18

Annexation/Amalgamation

Clerk's

Includes all records pertaining to the annexing and amalgamating of land adjacent to municipal lands to accommodate growth. May include studies on municipal restructuring.

Engineering

Community Improvement Projects

Planning

Includes records, studies, statistics and any required background information on community development programs. Examples include Ontario Neighbourhood Improvement Programs, Community Area Improvement Programs, BIA, BIC, PRID, etc. May also include records on housing rehabilitation programs, ie. RRAP, CMHC

Engineering T=Termination of right

Excludes -Economic Development - see D02. D19

Municipal Addressing

Planning

Includes records regarding requests for and assignment of new subdivision and other street names and numbers. May include correspondence, reports, drawings, and copies of related by-laws

Engineering

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 19 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Records Management Policy and Manual April, 2007

Class

Responsible

Keep *

Off

Total

Dept.

Site

Ret.

5

P

P

5

5

10**

S

-

S

5

5

10**

T+10

P

P

T+5

P

P

T+5

P

P

Code

Secondary Heading

Dept.

D20

Reference Plans

Planning

Includes Registered Deposit (R Plans), site plans, property survey plans as received from Registry Office. May include correspondence

Engineering

Excludes - Property Survey Plans - see Property/Roll file. D21

Industrial/Commercial Development

Planning

Includes records regarding promotion and development of industry and commerce. Records include studies, statistics, projections, monthly and quarterly reports, etc.

Executive Services Engineering

Excludes - Agricultural Development - see D23 D22

Digital Mapping

Planning-

Includes all records used to produce maps and updates in a digital format.

Corporate Services Engineering

D23

D24

Agricultural Development

Planning

Includes all records regarding development of agricultural growth.

Engineering

Background Reports for Official Plan

Planning

Includes reports pertaining to amendments and changes to the Official Plan.

Engineering T=Final Decision

D25

D26

Secondary Plans

Planning

Includes reports pertaining to Secondary Plans and Part Lot Control.

Engineering

Niagara Escarpment

Planning

Includes reports pertaining to development, impact on, or use of Niagara Escarpment.

Engineering

C - Current Year Plus P - Permanent S - Superseded

T- Terminated ** Subject to Archival Selection Page 20 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

MILTON E ENVIRONMENTAL SERVICES Class

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

E00

Environmental Services Includes records regarding environmental services which cannot be classified elsewhere. Use only if no other heading is available.

Originating

I

-

1

E01

Sanitary Sewers Includes records regarding the design, construction and maintenance of sanitary sewers.

Engineering

2

3

5

2

3

5**

2

3

5

Originating

2

3

5

Originating

2

3

5**

Secs held Specs

Excludes -Waste Management - see E07. -Storm Sewers - see E02 -Treatment Plants - see E03

E02

E03

permanently

Storm Sewers Includes records regarding the design, construction and maintenance of storm sewers

Engineering Specs held permanently

Treatment Plants

Engineering

Includes records regarding the operation of treatment and pumping stations and lagoons

Specs held

Excludes - Private Sewage Disposal Systems - see E 12

E04

permanently

Trees Includes records of tree removal, planting, trimming, pruning and preservation.

E05

Environmental Monitoring 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. Excludes -By-Law Enforcement - see P01 -Complaints and Inquiries - see M04

C - Current Year Plus P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 21 of 49 of By - law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Class

Records Management Policy and Manual April, 2007

Responsible

Keep*

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

E06

Utilities

Originating

2

3

5**

Originating

2

8

l0**

Water Works

Engineering

2

3

5

Includes records regarding the design, construction and maintenance of water mains, tanks, pipelines and related facilities and equipment. Includes water meter registration numbers.

Specs held permanently

Drains

Engineering

2

3

5**

Includes records regarding the design, construction and maintenance of rural drains. Also includes engineer reports, petitions, assessments, general specifications and correspondence. May include convenience copies of tenders, bylaws and grants.

Specs held permanently

Pits and Quarries

Originating

2

3

5**

Includes records regarding the design, construction and maintenance of all pits and quarries. Includes engineer's reports, assessments, assessment reports, general specifications and correspondence

Specs held permanently

Includes maps and location drawings provided to the municipality from utility companies such as telephone lines, gas mains, power lines, water mains etc. Excludes - Site Plans - see DI I

E07

Waste Management Includes records regarding the collection and disposal of waste. Includes landfill site records, recycling, energy from waste, source separation, collection services and composting. Excludes -Sanitary Sewers - see EOI - Environment Planning - see D03. - Private Sewage Disposal Systems - see E 12

E08

E09

E10

Excludes License/permits - see P09

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 22 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Class

Records Management Policy and Manual April, 2007

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

Eli

Nutrient Management

Originating

2

3

5**

Private Sewage Disposal Systems

Engineering

2

3

5**

Includes records regarding the design , construction and maintenance of sanitary sewers and septic systems.

Specs held

Includes records regarding the management of livestock and/or crop planning and regulations pertaining to the operations. Control of storing/spreading /using liquid manure on land , near waterways, runoff etc.

E12

permanently 11

Page 23 of 49 of By- law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

At MILTON F FINANCE & ACCOUNTING Class Code

FOO

Keep* Dept.

Off Site

Total Ret.

1

-

I

T+I

T+5

T+6

Corporate Services

1

5

6

Corporate Services

1

5

6

Corporate Services

1

5

6

Corporate Services

1

5

6**

Responsible Dept.

Secondary Heading

Finance and Accounting - General

Originating

Includes records regarding finance and accounting which cannot be classified elsewhere. Use only if no other heading is available.

FOI

Accounts Payable

Corporate Services

Includes records documenting funds payable by the municipality, such as paid invoices, receipts, copies of cheques issued to pay account, rebates, levies payable, reports, telephone bills, membership fees, employee and council expenses.

T=Last taxation year

Excludes: Cancelled Cheques - see F07.

F02

Accounts Receivable Includes records documenting funds owing to the municipality, such as invoices, billing listings, requests from mortgage companies

and recoveries reports. Includes correspondence related to collection tax and supporting documentation. Includes credit card (VISA) information.

Excludes -Write-offs - see F23 - Tax Assessments, Rolls and Tax Arrears - see F22.

F03

Audits Includes records regarding internal and external financial audits of accounts. Excludes -Operation audits - see relevant subject. -Audited Financial Statements - see Financial Statements, F 10

F04

Banking Includes records regarding banking transactions and relationships with banks. Includes bank reconciliations and deposit records. Excludes - Banking Statements - see F07

F05

Budgets and Estimates Includes departmental and corporate budgets, both capital and operating. Includes all working notes, calculations and background documentation. Also includes Budget Variances.

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 24 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

Class

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

F06

Assets

Corporate Services

T+l

5

T+6**

Includes records regarding current and fixed assets. Includes inventories as well as records of initial expenditure, depreciation, amortization, and disposal.

T=disposal of asset

Corporate Services

1

5

6

Debentures and Bonds

Corporate Services

T+l

5

T+6

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.

T=Debentures surrendered

Corporate Services

1

5

6

Corporate Services

2

P

P**

Excludes -Land Acquisition and Sale - see L07.

F07

Cheques Includes all cancelled cheques issued. Also includes cheque requisitions, cheque listings, and supporting documents used to authorize issuance of cheques, N.S.F. cheques and bank statements Excludes - Banking - see F04.

F08

Excludes - Debenture Registers - see Subsidiary Ledgers, Registers and Journals, F 14. F09

Employee and Council Expenses Includes travel and meeting expense statements and all receipts submitted by employees or Council and Committee members to substantiate their claims. May include Credit Card information i.e. account numbers and statements etc. May also include employee time sheets combined with travel and expense statements. This is a separate file, organized by Name. Expenses could also be held under FO1 Excludes - Attendance - see HO1

1710

Financial Statements Includes the Balance Sheet, Income Statement and Statement of Source and Application of Funds. Excludes - all working notes, calculations and background documentation, see F26.

C - Current Year Plus P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 25 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

Class

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

F11

Grants and Loans

Corporate Services

1

5

6

Investments

Corporate Services

T+1

5

T+6

Includes records regarding the municipality's investments, term deposits, and promissory notes.

T=Closure of

Corporate Services

1

5

6

Corporate Services

1

5

6**

Corporate Services

I

P

P

Corporate Services

1

5

6

Includes records regarding revenue generated in the form of grants-in-lieu, provincial and federal grants, loans, Community Fund and

subsidies. Also includes submissions, acknowledgements, and reports. Such as the Road and Farm Tax Rebate, Waste Management Improvement Program etc.

F12

account

F13

Journal Vouchers Includes completed journal voucher forms, input forms, and all background documentation used to substantiate journal entries.

F14

Subsidiary Ledgers, Registers, and Journals Includes all subsidiary ledgers, registers, and Journals such as Payment and Receipt Journals, Payroll Registers, and Debenture Registers. Excludes - Documents and vouchers used to support entries - see relevant subject in this Primary

F15

General Ledgers and Journals Includes all records in the Books of Original Entry.

F16

Payroll Includes all records of payments of salary, wages and deductions to employees. Includes time sheets, pay lists, Blue Cross reconciliations, Canada Savings Bonds, T4 Slips and Statistics Canada reports. Also includes honoraria and fees to Council. Excludes -Payroll Registers - Subsidiary Ledgers, Registers and Journals - see F 14

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 26 of 49 of By - law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

J/l MILTON

Records Management Policy and Manual April, 2007

Class

Responsible

Keep*

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

F17

Purchase Orders and Requisitions

Corporate Services

1

5

6

Corporate Services

1

5

6**

Corporate Services

1

5

6

Corporate Services

1

5

6

Revenues

Corporate Services

1

5

6*

Includes records regarding the generation of revenues other than taxes such as development charges.

*Mortgage info for 10 years

Includes purchase orders and requisitions, blanket orders, and all background documentation authorizing the procurement of goods and services. Excludes -Quotations and Tenders - see F 18. F18

Quotations and Tenders

Includes records regarding quotations and tenders obtained from suppliers of goods and services. Includes Requests for Proposal, Invitations to Tender, Proposals, Tender Submissions, Pre-qualifications, and all documentation regarding the selection process. Excludes -successful quotations and tenders - see Contracts and Agreements, L04.

F19

Receipts Includes receipts issued for payment of items such as licenses, rentals and taxes.

F20

Reserve Funds Includes records documenting obligatory and/or discretionary reserve funds such as reserves for working funds, contingencies, future capital projects, and information systems, etc.

F21

Excludes -Accounts Receivable - see F02. - Tax Rolls - see F22.

C - Current Year Plus P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 27 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY- LAW NO . XX-2007 Records Management Policy and Manual April, 2007 MILTON

Class

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

F22

Taxes and Records

Corporate Services

S

P

P

Corporate Services

1

5

6

Trust Funds

Corporate Services

T

6

T+6

Includes records regarding funds established by the municipality for money held in trust, such as bequests and Ontario Home Renewal Program.

T=Closure of account

Security Deposit

Corporate Services

T

6

T+6

Includes development deposits, letters of credit, proof of insurance when required and records of monies held as security (ie. bonds).

T=Closure of account

Working Papers

Corporate Services

T+l

-

T+1

Includes all working notes, calculations and background documentation used to calculate financial statements such as the Monthly Trial Balance.

T=Completion of audit

Includes taxation records of long term importance, such as assessment rolls, tax sale records, tax sale deeds, property tax registrations, tax arrears register cards and tax collector's rolls.

Excludes -Accounts Receivable - see F02. -Mortgage Companies - see F02. - Correspondence related to tax issues that are not of a long term importance - see F02. F23

Write Offs Includes accounts receivable that have been written off as uncollectible. Also includes records of bankruptcies. Excludes -Accounts Receivable - see F02.

F24

F25

F26

Excludes -Financial Statements - see F 10.

C - Current Year Plus P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 28 of 49 of By- law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Records Management Policy and Manual April, 2007

4.

MILTON Class Code

Secondary Heading

F27

Capital Projects

Responsible

Keep*

Off

Total

Dept.

Dept.

Site

Ret.

Corporate Services

T

6

T+6

Corporate Services

1

5

6

Includes projects funded from capital expenditures F28

GST Includes information related to GST filing, revenues, costs.

C - Current Year Plus P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 29 of 49 of By- law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

H HUMAN RESOURCES Class

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

H00

Human Resources - General Includes records regarding human resources which cannot be classified elsewhere. Use only if no other heading is available.

Originating

I

-

1

H01

Attendance and Scheduling Includes records regarding employee attendance, alternate work program, shift scheduling, vacation schedules, leave of absences, etc.

Human Resources

2

-

2**

Human Resources

S

-

S

Employee Records

Human Resources

T+6

14

T+20**

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.

T=Termination of employment

1

6

7

Excludes -Individual Time Sheets - see F16. H02

Benefits Includes brochures, rates, quotes, correspondence and explanatory documents regarding benefits offered to employees, such as group insurance, dental plans, and general information on EHT. Excludes- Payroll - see F16.

H03

Excludes - Grievances - see H 14

H04

Health and Safety Includes records regarding the occupational health and safety of staff. Includes accident reports, Workers' Compensation reports, and information on health and safety programs for staff.

Human Resources

Excludes -Accidents of the Public - see Incident/Accident Reports, P05. - Lost-time reports and claims - see H 13

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 30 of 49 of By - law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Class

Records Management Policy and Manual April, 2007

Responsible

Keep*

Off

Total

Dept.

Site

Ret.

Code

Secondary Heading

Dept.

H05

Human Resource Planning

Human Resources

5

-

5**

Human Resources

S

-

S**

Labour Relations

Human Resources

T

10

T+10**

Includes records regarding the relationship between labour and management. Includes collective bargaining, correspondence with unions and negotiations.

T=Expiry of contract

S

-

S**

Includes records of succession planning, executive placement, retirement programs, staff turnover rates, annual hire/promotion targets, recruitment freezes, employment equity, performance management, and related records. Excludes -Employee Records - see H03.

H06

Job Descriptions Includes job descriptions and specifications as well as background information used in their preparation or amendment.

H07

Excludes - Collective Agreement - see L04

H08

Organization

Originating

Includes records regarding reporting relationships, reorganization, organizational analysis, etc. Includes organization charts. Excludes -Job Descriptions - see H06.

C - Current Year Plus P - Permanent S - Superseded

T- Terminated ** Subject to Archival Selection Page 31 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Records Management Policy and Manual April, 2007

MILTON Class

Responsible

Keep*

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

H09

Salary Planning

Human Resources

5

-

5

Pension Records

Human Resources

T

-

T

Includes records detailing obligations to individuals under OMERS. Includes pension information of retired personnel, including registration and records.

T=Death of employee or beneficiary

Human Resources

I

-

1**

Human Resources

S

-

S**

Includes records regarding the planning and scheduling of salaries, such as job evaluations, job classification systems, salary surveys and schedules. Also includes any reference material retained regarding issues related to pay equity.

Excludes - Employee Records - see H03.

HIO

Excludes - Deductions for pensions - see F16 - General information on pension plans - H02 - Payments made to OMERS - FO1

Hi l

Recruitment Includes records regarding the recruitment of staff. Includes job postings, copies of advertisements, records regarding competitions and unsuccessful applications.

H12

Training and Development Includes records regarding courses offered to employees, and information on career and professional development programs. Also includes orientation materials. Excludes -Employee Records - see H03.

C - Current Year Plus

P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 32 of 49 of By- law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Records Management Policy and Manual April, 2007

Class

Responsible

Keep*

Off

Total

Dept.

Dept.

Site

Ret.

Claims

Human Resources

T+1

6

T+7

Includes records regarding claims to WSIB or insurance carriers for lost-time incidents, accidents, STD or LTD.

T=resolution

T+1

6

T+7

S

-

S

Code

Secondary Heading

H13

Excludes -Non lost-time incidents or accidents - See H04 -Self-insured STD - See HO1 Hl4

H15

Grievances

Human Resources

Includes records dealing with grievance complaints filed against the Town such as the initial complaint, investigation, reports and final resolution.

T=resolution

Human Resources Programs

Human Resources

Includes records dealing with the employee recognition awards, long term service awards, employee computer purchase program.

C - Current Year Plus P - Permanent S - Superseded

T- Terminated

** Subject to Archival Selection Page 33 of 49 of By- law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

L LEGAL AFFAIRS Class

Responsible

Keep*

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

LOO

Legal Affairs - General Includes records regarding legal affairs which cannot be classified elsewhere. Use only if no other heading is available

Originating

1

-

I

L01

Appeals and Hearings

Clerk's

T

P

P

Includes all transcripts and related documentation regarding appeals, hearings, and legal proceedings. Includes final judgments.

T=resolution of

T

I

T+l

T

I

T+I

T

20

T+20**

Includes zoning appeals, official plan appeals, tax appeals, Ontario Municipal Board appeals and Committee of Adjustment appeals.

Also includes orders issued by regulatory bodies and boards. Excludes -Litigation - see Claims - L02-L03.

L02

Claims Against the Municipality

Clerk's

Includes all litigation made by other parties against the municipality.

T=resolution of claim

Excludes- Appeals and Hearings - see LOI.

L03

L04

appeal

Claims By the Municipality Includes all litigation made against other parties by the municipality. Excludes -Appeals and Hearings - see LO I.

Corporate Services T=resolution of claim

Contracts and Agreements - Under Seal Includes all agreements entered into by the municipality which require a by-law for approval. Includes construction contracts,

Clerk's

collective agreements, and subdivision agreements. Also includes agreements regarding easements, encroachments, area ways and laneways.

T=Termination of agreement

Excludes -Office Equipment Maintenance Agreements - see L14.

-Contracts regarding Land - see L07. -Insurance Policies - see L06.

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 34 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

Class

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

L05

Insurance Appraisals Includes appraisals of municipal property for insurance purposes.

Corporate Services

S

-

S

Insurance Policies

Corporate Services

T+1

19

T+20

Includes municipal insurance policy documents, such as vehicle, liability, theft, and fire insurance.

T=Expiry of policy

T

20

T+20**

L06

Excludes -Employee Group Insurance - see Benefits, H02. -Third Party Contracts - see Contracts and Agreements, L04. L07

L08

Land Acquisition and Sale

Originating

Includes records regarding real estate transactions and conveyance of land such as lot sales, easements, road allowance closings whether through voluntary transactions or expropriation. Includes leases, deeds and expropriation plans, purchase letters and appraisals.

T= Property disposition

Opinions and Briefs

Originating

S

-

S**

Originating

S

-

S**

Originating

S

-

S

Includes copies of opinions and briefs prepared by the municipality's legal counsel on specific issues and by-laws.

L09

Precedents Includes records regarding judgments and decisions which may affect the municipality's position in actual or potential legal matters.

L10

Federal Legislation Includes records regarding bills, acts and regulations enacted by the Parliament of Canada which affect or are of interest to the municipality

C - Current Year Plus

P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 35 of 49 of By - law No . XX-2007

SCHEDULE "A" OF BY -LAW NO . XX-2007

Class

Records Management Policy and Manual April, 2007

Responsible

Keep *

Off

Total

Dept.

Site

Ret.

Code

Secondary Heading

Dept.

1-11

Provincial Legislation

Originating

S

-

S

Clerk's

2

P

P

Prosecutions

Originating

T

7

T+7**

Includes records regarding prosecutions to enforce by-laws and federal and provincial legislation.

T=delivery of judgement

T+1

5

T+6**

Includes records regarding bills, acts and regulations enacted by the Ontario Legislature which affect or are of interest to the municipality.

L12

Vital Statistics Includes registers of births, deaths and marriages.

Excludes- Population Statistics - see Demographic Studies - DOI. L13

Excludes- Bylaw Enforcement - see POI. - Appeals and Hearings - see LO1.

L14

Contracts and Agreements - Simple

Clerk's

Includes contracts and agreements which do not require by-law approval, such as equipment rental and service contracts and vehicle lease and purchase agreements.

C - Current Year Plus P - Permanent S - Superseded

Corporate Services T=Expiry of contract

T- Terminated ** Subject to Archival Selection Page 36 of 49 of By-law No . XX-2007

SCHEDULE " A" OF BY-LAW NO . XX-2007

Records Management Policy and Manual April, 2007

M MEDIA & PUBLIC RELATIONS Class

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

M00

Media and Public Relations - General

Originating

I

-

1

Originating

I

-

1**

Includes records regarding media and public relations which cannot be classified elsewhere. Use only if no other heading is available.

M01

Advertising Includes records regarding public advertising in magazines, newspapers, radio, television, and transit. Excludes -News Releases - see M06.

-Recruitment - see H 1 I . -Elections - see C07. M02

Ceremonies and Events Includes records regarding participation in special events, openings, and anniversaries, such as Remembrance Day. Also includes records regarding the set-up and running of special events.

Originating

1

4

5**

M03

Charitable Campaigns/Fund Raising Includes records for the municipality, for municipality run programs or for other charitable organizations. This would include the United Way, Cancer Fund, community interest groups, etc.

Originating

I

-

1

Originating

I

-

I**

Excludes -Receipts - see F19.

M04

Complaints, Commendations and Inquiries 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. Excludes -Accessibility of Records(Freedom of Information) - see A17. -Specific Complaints - see appropriate subject.

C - Current Year Plus P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 37 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Class

Records Management Policy and Manual April, 2007

Responsible

Keep *

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

M05

News Clippings Includes clippings from newspapers, information from journals and other printed media.

Originating

I

-

1 **

News Releases

Executive Services

I

-

I **

Includes background notes and final versions of news releases issued. Includes messages for inclusion in special event programs.

Community Services

Publications

Originating

S

-

S**

Excludes -Clippings used as reference material - see relevant subject.

M06

M07

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, Community Service guides and newsletters. P

Annual reports and municipal directories M08

Speeches and Presentations

P

Originating

1

2

3**

Executive Services

S

5

S+5**

Includes background notes and final versions of speeches, presentations and news conferences given by elected and non-elected officials. Excludes -Media coverage of speeches/presentations - see News Clippings - M05. -News Releases - see M06.

M09

Visual Identity, Insignia and Records of Historic Importance 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, vehicle identification, etc. Also includes records regarding corporation insignia and seals of office.

C - Current Year Plus

P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 38 of 49 of By- law No . XX-2007

J ^ I It ^ I

M

SCHEDULE "A" OF BY- LAW NO . XX-2007 Records Management April,

Policy and Manual 2007

Class Code

Secondary Heading

P00

Protection & Enforcement Services - General Includes records regarding protection and enforcement services which cannot be classified elsewhere. Use only if no other heading is available.

POI

By-law Enforcement Includes records of municipal efforts to enforce bylaws such as orders to comply, inspection reports, stop work orders, working notes, correspondence, exhibits, photographs etc. Also includes records regarding parking tickets and parking enforcement.

Responsible

Keep*

Off

Total

Dept.

Dept.

Site

Ret.

I

-

I

Originating

2

5

Originating

1

4

5**

Executive Services

S

-

S**

Originating

S

-

S

7**

Excludes- Environmental Monitoring - see E05. -Prosecutions - see L13.

P02

Daily Occurrence Logs Includes logs maintained of daily occurrences by staff.

P03

Emergency Planning Includes records regarding the planning and rehearsal of emergency measures

P04

Hazardous Materials Includes information and reports on chemicals and substances that pose fire hazards. Also includes records dealing with toxic substances control, transportation and effects. Excludes- Staff Safety Training - see Health and Safety, H04.

C - Current Year Plus

P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 39 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY -LAW NO . XX-2007

Records Management Policy and Manual April, 2007

Class

Responsible

Keep*

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

P05

Incident/Accident Reports

Community Services

T

2

T+2

Building

S

-

S

Originating

S

-

S

Originating

2

8

10**

Licences

Clerk's

T

4

T+4

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, etc.

T=Expiry of License

Includes vandalism and security incident reports and reports of accidents that occur at recreational facilities and other municipal properties.

T=Close of action or age of majority

Excludes- Security - see A18. -Accidents of Municipal Staff- see Health and Safety, H04. - Vehicle Accidents - see L02 or L03.

P06

Building and Structural Inspections Includes inspection reports such as building, plumbing, fire prevention and other structural inspections. Excludes - By-law Enforcement - see POI

P07

Health Inspections Includes health inspection reports conducted or performed by the Region of Halton, Health & Safety Committee on private, public and commercial properties and Fire Marshall's Inspections.

P08

Investigations Includes records of investigations pertaining to law enforcement, traffic accidents, ambulance and fire fighting activities. Excludes - Bylaw Enforcement - see P01

P09

Excludes- Marriage Licences - see Vital Statistics - L12.

C - Current Year Plus

P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 40 of 49 of By- law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

^^f iNILTON Class Code P10

Records Management Policy and Manual April, 2007

Responsible

Keep *

Off

Total

Secondary Heading

Dept.

Dept.

Site

Ret.

Building Permits

Building

2

13

15

Permits, Other

Originating

T

2

T+2

Includes applications and copies of permits issued by other government bodies within the Town as well as permits issued giving permission to hold special events, burn permits, facility rentals, transport oversize loads, erect signs, park on the street, etc.

T=Expiry of permit

T+2

-

T+2

T

5

T+5

Includes information regarding permits, permits issued to builders, contractors, and residents giving them permission to build or renovate. Excludes - All other permits - see P 11.

PH

Excludes - Building Permits - see P10. - Encroachment Permits - see D16. - Burial Permits - see S09.

P12

P13

Warrants

Police

Includes all issued warrants.

T=Execution of warrant

Criminal Records

Police

Includes all documentation relating to individuals with a history of criminal activity.

T=Occurrence closed

Excludes - Investigations Prosecutions - see L 13

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 41 of 49 of By - law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Class Code P14

Records Management Policy and Manual April, 2007

Responsible

Keep *

Off

Total

Secondary Heading

Dept.

Dept.

Site

Ret.

Animal Control

Clerk's

2

3

5

Originating

S

2

S+2**

Fire

S

2

S+2

Includes records regarding the control of household pets, strays, livestock and wildlife and livestock evaluation reports. Excludes- Dog Licenses - see P09.

P15

Community Protection Programs Includes records on community protection and crime prevention such as Community Policy, Victim Services Neighbourhood Watch, Fire Training Programs, Milton Safety Committee and Block Parents. Records include correspondence and brochures.

P16

Emergency Services Includes records regarding land ambulance, fire and rescue services.

C - Current Year Plus P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 42 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

R

Records Management Policy and Manual April, 2007

RECREATION & CULTURE Class

Responsible

Keep*

Off

Total

Dept.

Site

Ret.

Code

Secondary Heading

Dept.

ROO

Recreation and Culture - General

Originating

1

-

1

Heritage Preservation

Originating

T

-

T**

Includes records regarding heritage and historical development, including designations of buildings, districts, and cemeteries. Excludes -Original By-Laws - see By-Laws, COI.

T=Removal of designation

Museum and Archival Services

Clerk's

2

3

5**

Community Services

2

3

5**

Community Services

2

3

5

Includes records regarding recreation and cultural services which cannot be classified elsewhere. Use only if no other heading is available.

RO1

R03

Includes registers of holdings, museum programming, activity reports, historical society holdings, archival operations,

conservation information and related records. Excludes - Record Centre Operations - see Al 0.

R04

Parks and Trails Management Includes correspondence, descriptions, reports and other records dealing with the management design, set-up, landscaping and maintenance of specific municipal parks. Includes maps and plans Excludes - Building and Property Maintenance - see A20

R05

Recreational Facilities Includes correspondence, descriptions, reports and other records dealing with the management, operation and design of specific municipal recreational facilities, such as arenas, rinks, halls, schools, pools, and fitness centres. Includes floor plans, architectural and engineering drawings. More specific information is filed by subject. Excludes - Facilities Construction - see A19. Building and Property Maintenance - see A20.

C - Current Year Plus P - Permanent S - Superseded

T- Terminated

** Subject to Archival Selection Page 43 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Class

Records Management Policy and Manual April, 2007

Responsible

Keep*

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

R06

Recreational Programming

Community Services

2

3

5**

Community / Recreation Groups

Community

2

3

5**

Includes sports groups, non-profit organizations

Services

Includes correspondence, applications, registrations and general information regarding the development and delivery of recreational programs to the community such as youth, sport and fitness, adult education, crafts and other programs.

R07

C - Current Year Plus P - Permanent S - Superseded

T- Terminated ** Subject to Archival Selection Page 44 of 49 of By - law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Records Management Policy and Manual April, 2007

S SOCIAL & HEALTH CARE SERVICES Class Code

Soo

Responsible

Keep*

Off

Total

Secondary Heading

Dept.

Dept.

Site

Ret.

Social and Health Care Services - General Includes records regarding social and health care services provided to individual residents which cannot be classified elsewhere. Use

Originating

I

-

1

Public Health

Community

2

3

5

Includes records regarding public health programs such as health and safety education, school health programs, family planning and disease control including immunization.

Services

Cemetery Records

Community Services

2

P

P**

only if no other heading is available.

S08

S09

Includes burial permits, maps, plot ownership records, interment registers, and indexes for municipal cemeteries and abandoned cemeteries. Excludes- Building and Property Maintenance - see A20.

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 45 of 49 of By-law No . XX-2007

M^

SCHEDULE "A" OF BY-LAW NO. XX-2007 Records Management Policy and Manual It I 06AE April, 2007

T TRANSPORTATION SERVICES Class

Responsible

Keep *

Off

Total

Dept.

Site

Ret.

Code

Secondary Heading

Dept.

TOO

Transportation - General Includes records regarding transportation which cannot be classified elsewhere. Use only if no other heading is available.

Originating

I

-

1

TOI

Illumination

Engineering

T

6

T+6

Includes records and studies regarding the installation and repair of equipment used to illuminate roads such as street lights, pedestrian crossover lights, etc. Also includes records on power consumption.

T=completion

T

6

T+6

T

6

T+6**

T

6

T+6**

T02

T03

Parking

Engineering

Includes records and studies regarding municipal parking issues such as handicapped parking, lot and garage operations, fire routes and employee parking

T=Iot closed

Public Transit Includes records regarding public transit systems. Includes schedules, routes, maps and similar information. Also includes

Community Services

project records regarding the construction of bus shelters and similar facilities, route administration and planning , fare policies,

intergovernmental transit co-ordination and access for the disabled.

T04

T=route closed

Road Construction

Engineering

Includes records and studies regarding construction projects on roads. Includes the construction of new roads and major improvements to existing roads, such as resurfacing, widening, bridges, etc.

T=completion of project

Excludes - Design and Planning - see T05. Routine maintenance and minor improvements to road systems

C - Current Year Plus P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 46 of 49 of By- law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

Class

Responsible

Keep*

Off

Total

Dept.

Dept.

Site

Ret.

T

6

T+6**

T

6

T+6

T

6

T+6

2

8

l0**

Code

Secondary Heading

T05

Road Design and Planning

Engineering

Includes estimates, studies and other records regarding the design and planning of specific road construction projects. Also includes design of curbs and sidewalks, cycle ways, footpaths, walkways, etc.

T=completion of project

Road Maintenance

Engineering

Includes records and studies regarding the inspection and maintenance of roads. Includes the installation of culverts, minor repairs to the road surfaces, curbs and side-walks, cycle-ways, footpaths, walkways, etc. Also includes grading, ploughing and sanding of roads, and snow removal and cleaning.

T=completion of project

Signs and Signals

Engineering

Includes records and studies regarding the manufacture and installation of signs and signals.

T=removal of sign

T06

T07

Excludes- Visual Identity Program - see M09.

T08

Traffic

Engineering

Includes records and studies regarding the flow of traffic on roads. Includes intersection drawings, pedestrian crossovers, crossing guards, traffic counts, accident statistics and related records. Also includes temporary road closures for special events.

Excludes - Employee Records - see H03

C - Current Year Plus

P - Permanent S - Superseded T- Terminated

** Subject to Archival Selection Page 47 of 49 of By- law No . XX-2007

SCHEDULE "A" OF BY-LAW NO . XX-2007

Class Code T09

Records Management Policy and Manual April, 2007

Responsible

Keep*

Off

Total

Secondary Heading

Dept.

Dept.

Site

Ret.

Roads and Lanes Closures

Engineering

P

-

P**

Field Survey/Road Survey Books

Engineering

T

6

T+6

Includes engineering field survey notes as well as books.

T=completion

Bridges

Engineering

T

6

T+6

Includes estimates, studies and other records regarding projects specifically for bridge construction, also includes bridge repairs and maintenance.

T=completion

Pedestrian Crossovers

Engineering

T

6

T+6

Includes estimates, studies and other records regarding projects specifically for pedestrian crossovers.

T=completion

Sidewalks and Walkways

Engineering

T

6

T+6

Includes estimates, studies and other records regarding projects specifically for sidewalk and walkways construction and maintenance

T=completion

Includes records on roads and lanes closed on a permanent or regular basis. Records include reports, appraisals, correspondence and district court applications. As well as records related to requests to open road and street allowances. Excludes - Temporary road closures - see Traffic, T08. - Land Sales - see Land Acquisition and Sale, L07. - Road Closing By-Laws - see COl .

TI0

TI I

T12

T13

C - Current Year Plus P - Permanent S - Superseded

T- Terminated ** Subject to Archival Selection Page 48 of 49 of By-law No . XX-2007

SCHEDULE "A" OF BY-LAW NO. XX-2007

Records Management Policy and Manual April, 2007

V VEHICLES & EOUIPMENT Class

Responsible

Keep*

Off

Total

Code

Secondary Heading

Dept.

Dept.

Site

Ret.

V00

Vehicles and Equipment - General Includes records regarding vehicles and equipment which cannot be classified elsewhere. Use only if no other heading is available.

Originating

1

-

Vol

Fleet Management

Originating

T+l

5

T+6

Includes records of all vehicles currently leased or owned, operated and maintained by the municipality. This includes vehicle

T'=disposition of

T+1

5

T+6

T+1

5

T+6

T+1

5

T+6

history files, and vehicle maintenance, registration and disposal.

item

Excludes- Insurance Policies - see L06. Accident Claims - see L02, L03. Leases/Contracts - see L14.

V02

V03

V04

Mobile Equipment Includes records regarding mobile equipment used in conjunction with vehicles. Also includes maintenance and history files on equipment such as generators, pumps, snow-blowers, sanders, etc.

Originating

Transportable Equipment Includes records regarding transportable equipment used by the municipality. Also includes maintenance and history files on

Originating

T=disposition of item

equipment such as lawnmowers, hoses, weed-eaters, drills, and rescue equipment.

T=disposition of

Protective Equipment 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.

Originating

item

T=disposition of item

Excludes- Uniforms and Clothing - see A14.

C - Current Year Plus

P - Permanent S - Superseded T- Terminated ** Subject to Archival Selection Page 49 of 49 of By- law No . XX-2007