HomeMy WebLinkAboutCLK 01-26Report to
Executive Committee
Report Number: CLK 01-26
Date: January 12, 2026
From: Paul Bigioni
Director, Corporate Services & City Solicitor
Subject: Amendments to the Records Retention By-law and Updates to Records and
Privacy Policies
File: A-1440
Recommendation:
1. That Report CLK 01-26 regarding Amendments to the Records Retention By-law and
Updates to Records and Privacy Policies be received;
2. That the draft Records Retention By-law and Schedule included as Attachment 1 to this
report be approved and enacted;
3. That the draft ADM 060 Records Management Policy included as Attachment 2 to this
report be approved;
4. That the draft ADM 050 Municipal Freedom of Information and Protection of Privacy
Policy included as Attachment 3 to this report be approved;
5. That the draft by-law to designate the City Clerk as the Head under the Municipal
Freedom of Information and Protection of Privacy Act, included as Attachment 4 to this
report, be approved and enacted; and,
6. That the appropriate officials of the City of Pickering be authorized to take the actions
necessary to implement the recommendations in this report.
Executive Summary: The purpose of this report is to recommend amendments to the
Records Retention By-law, the ADM 050 Municipal Freedom of Information and Protection of
Privacy Policy, and the ADM 060 Records Management Policy, as well as to adopt a by-law
designating the City Clerk as the Head under the Municipal Freedom of Information and
Protection of Privacy Act, 1990 (the “Act”). In accordance with Section 254(1) of the Municipal
Act, 2001, municipalities are required to retain and preserve their records and those of local
boards in a secure and accessible manner. Following the adoption of these by-laws and
policies, Legislative Services staff will work collaboratively with internal stakeholders to deliver
training and education, ensuring consistent records management practices and secure
handling of personal information across all City departments.
Relationship to the Pickering Strategic Plan: The recommendations in this report respond
to the Pickering Strategic Plan Priority of Foster an Engaged & Informed Community.
CLK 01-26 January 12, 2026
Page 2
Financial Implications: There are no financial implications associated with this report.
Discussion: The purpose of this report is to recommend amendments to the Records
Retention By-law, the ADM 050 Municipal Freedom of Information and Protection of Privacy
Policy, and the ADM 060 Records Management Policy, as well as to adopt a by-law
designating the City Clerk as the Head under the Act. Under Section 254(1) of the Municipal
Act, 2001, every municipality has the responsibility to retain and preserve the records of the
municipality and its local boards in a secure and accessible manner. In accordance with
Section 255, a record of a municipality or local board may only be destroyed once the
established retention period for that record has expired or if the record is a duplicate copy.
Municipalities are required to manage records in accordance with legislation to maintain
accountability and transparency. In addition to the Municipal Act, 2001, Section 4 of the Act
establishes that every person has a right of access to records in the custody or under the
control of a municipality, subject to limited exemptions.
To meet these obligations, Legislative Services staff conducted a comprehensive review of the
City’s Records Retention By-law, Freedom of Information and Protection of Privacy Policy, and
the Records Management Policy. The review aimed to update, modernize, and align practices
with current standards and industry best practices. As part of this process, staff performed a
municipal scan, gathering retention schedules and policies from approximately 25
municipalities across Ontario and within the Durham Region. The review included a diverse
range of urban, rural, and mixed-density municipalities to inform best practices and operational
needs and also took into consideration alignment with our neighbouring municipalities across
the Durham Region.
The updates being proposed will enhance the City’s records management framework by
improving clarity, consistency, and efficiency. They will strengthen oversight, support timely
disposition of records, and improve public access to information. Furthermore, these changes
provide assurance that decision-making is supported by accessible and well-managed records,
reinforcing transparency and accountability across all City operations. The following sections in
this report will provide a high-level overview of the changes made to each document.
A. Records Retention By-law and Schedule
The Records Retention By-law and Schedule set out the City’s approach to the management
of corporate records. The by-law provides a description of the City’s organizational processes
when managing records throughout their entire lifecycle. Since the adoption of By-law 7347/14
in 2014, the records management landscape has evolved significantly, driven by changes in
legislation, technology, and operational practices. These developments have introduced new
compliance requirements, increased reliance on electronic records, and heightened
expectations for transparency and accountability. As a result, a comprehensive overhaul of the
Records Retention By-law and Schedule was necessary to ensure they accurately reflect
current business functions, align with legal obligations, and incorporate best practices for
managing records throughout their lifecycle.
The review process started with outreach to each City department, which resulted in nine initial
interviews. These interviews were conducted with the Administrative Assistant of each
CLK 01-26 January 12, 2026
Page 3
department, who acts as the Records Management Representative (RMR) under the Records
Management Policy. The role of the RMR is to act as the liaison between departments and
Legislative Services, and more specifically, the Coordinator, Records, Privacy and Elections.
Additional follow-up consultations were conducted with several departments and divisions to
gain a better understanding of their records management practices. In total, 16 consultations
were conducted to build a comprehensive understanding of current practices and each
department’s business needs. The consultations focused on what records were managed
within each department, what formats of records were being used, and where the records were
being stored. Consultations included a discussion of physical storage (in department or
corporate archives) and digital storage (network drives, EDRMS, SharePoint, etc.).
In addition to the consultation undertaken with City departments, the review also incorporated
approaches from by-laws and retention schedules obtained through a review of other Durham
Region municipalities and municipalities across Ontario. The review focused on classification
methods, classification coding structures, and retention periods. The findings from the scan
were combined with legislative requirements and feedback from internal consultations to guide
updates to the Records Retention By-law and Schedule, ensuring they meet the City’s
operational, compliance, and governance needs.
Additional components of the review included clarifying the distinction between constituency
and City records and delegating authority to the City Clerk to make changes to the Records
Retention Schedule without requiring Council approval. This flexibility allows the City Clerk to
approve updates to descriptions or scope within the retention schedule when no major
structural changes are involved. Retention schedules often require minor adjustments to reflect
evolving business processes, new technologies, or legislative updates. Requiring Council
approval for each minor change can create unnecessary delays, increase administrative
burden, and delay compliance with legal obligations. By delegating authority over this task to
the City Clerk, the City ensures that updates can be implemented promptly, reducing
operational risk and supporting continuous improvement in records management practices.
Council oversight for major changes to the By-law and the Records Management Policy is
unaffected by the delegated authority provided to the City Clerk and any major changes would
be presented to Council for their consideration.
Other key changes to the Records Retention Schedule include the removal of outdated
classification codes, the addition of new codes, and updates to retention periods and
classification code descriptions. The revised retention periods extend timelines for records,
which are essential to ongoing operations while reducing the retention of personal information
to prevent unnecessary storage of sensitive documents. The updated schedule also introduces
a clear distinction between active and inactive retention periods and specifies security levels
for classification codes. These enhancements provide staff with greater clarity regarding record
management and disposition, ensuring that records are kept for appropriate lengths of time
and are easily retrieved when needed.
B. ADM 060 Records Management Policy
The Corporation of the City of Pickering is committed to maintaining a robust Records
Management framework that ensures transparency, accountability, and efficient administration
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across all departments. The Records Management Policy (ADM 060) establishes standards for
the creation, classification, retention, and disposition of City records in compliance with
legislative requirements and best practices.
The policy was originally adopted in November 2008 and last revised in June 2009. A
comprehensive review was undertaken to modernize the policy, align it with current legislation,
and integrate electronic records into the principles of the Policy.
The updated policy introduces key improvements to modernize records management and
address the increasing reliance on electronic records formats. Unlike the previous version,
which treated physical and electronic records separately, the revised policy unifies them under
a single definition to ensure consistent handling across all formats. It also eliminates
references to outdated technologies that are no longer considered standard or used within the
City. Further, it expands definitions and clarifies roles and responsibilities for Council, Chief
Administrative Officer, Directors, City Clerk, Deputy Clerk, Records Coordinator, RMRs, IT
Division, and all staff. It reinforces lifecycle management requirements for the creation,
classification, retention, and disposition of records to ensure the City is meeting its statutory
obligations in this regard.
C. ADM 050 Municipal Freedom of Information and Protection of Privacy Policy
This policy covers the City’s processes for receiving, managing and fulfilling requests for
information regardless of whether they are informal, routine, or formal requests. The policy was
originally adopted in November 2007 and last revised in October 2016. The policy updates
provide greater clarity regarding the application of the Act to records that are in the custody or
control of the City. This clarity enhances the accountability and transparency of the City’s
access to information processes.
The policy includes separate sections regarding active dissemination, routine disclosure, and
freedom of information requests. Active dissemination includes the proactive release of
information through different mediums such as the City’s website. These requests cover any
records that are publicly available and do not require the requester to go through formal
access for information requests or pay any additional fee for the records. Records that fall
under active dissemination are records deemed to be low security within the Records
Retention Schedule. When possible, City staff will work to provide records through active
dissemination to ensure the greatest level of access and transparency to the public.
Routine disclosure requests include all formally written requests for information that do not
require the requester to submit a Freedom of Information (FOI) request. The updated policy
includes a new section on routine disclosure requests to provide great clarity and transparency
regarding what information can be provided through routine disclosure. These requests can be
made for records that are classified as low and medium security in the Records Retention
Schedule. Routine disclosure increases the public’s right to access information without
requiring a FOI request to be submitted while respecting the balance between providing
greater access to information and protecting personal and confidential information. Routine
disclosure practices increase openness and promote transparency, accountability, and
engagement. Processes for routine disclosure are carried out by individual departments in
CLK 01-26 January 12, 2026
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conjunction with the City Clerk to ensure that personal privacy and confidentiality are
maintained.
A FOI request, referred to as a ‘Formal Request’ under the old version of the policy, is required
when records contain personal or confidential information or are not otherwise available
through active dissemination or routine disclosure. FOI requests are governed by legislated
timelines and fees under the Act and its regulations. FOI requests must be submitted to
Legislative Services, who are responsible for collecting, processing, and reviewing records to
ensure that all personal and confidential information is properly protected. The FOI process
serves as the final mechanism for the public to access information from the City. Where
applicable, requests should be fulfilled through other means, such as routine disclosure, to
promote efficiency, reduce administrative burden, and enhance timely access to information.
D. By-law to Designate the City Clerk as the Head under the Act
Section 3 of the Act authorizes a municipal council to designate an individual or committee to
act as the Head of the municipality for the purposes of the Act. Under Section 49, the Head
may delegate, in writing, any powers or duties granted under the Act to an officer of the
institution, subject to specified conditions and limitations. Currently, By-law 5932/01 delegates
these powers to both the City Clerk and the City Solicitor and references a section of the Act
that is no longer applicable. A review of municipal best practices indicates that this
responsibility should be solely assigned to the City Clerk. Accordingly, the draft by-law
included as Attachment 4 repeals By-law 5932/01 and formally designates the City Clerk as
the Head under Section 3 of the Act.
E. Next Steps
Following the updates to the Records Retention By-law and Schedule, the MFIPPA Policy, and
the Records Management Policy, Legislative Services staff will be developing and conducting
training for City staff who work with personal information. This training will include both
familiarization with the new Records Retention By-law and Schedule, training on handling FOI
requests, and strengthened practices for protection of individual privacy. Staff will also develop
privacy training modules that must be completed on an annual basis for City staff. Staff from
Legislative Services will work collaboratively with internal stakeholders to develop training that
is tailored to each department within the City. This training will ensure consistency in records
management practices throughout all City departments and will enhance efficiency when
searching for records and responding to FOI requests.
It has been several years since the City’s record management policy programs have been
reviewed and updated. Since undertaking a comprehensive review of these programs, it is
recommended that the updated policies and by-laws proposed in this report be adopted and
approved by Council to enable more effective and efficient administration of corporate records.
Attachments:
1. Draft Records Retention By-law and Schedule
2. Draft ADM 060 Records Management Policy
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3.Draft ADM 050 Municipal Freedom of Information and Protection of Privacy Policy
4.Draft By-law to designate the City Clerk as the Head of the City for the purposes of the
Act
5.By-law 7347/14 - Records Retention By-law and Schedule
6.ADM 060 Records Management Policy
7.ADM 050 Freedom of Information and Protection of Privacy Policy
Prepared By: Approved/Endorsed By:
Susan Cassel
City Clerk
Paul Bigioni
Director, Corporate Services & City
Solicitor
SC:rp
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Rumali Perera
Deputy Clerk
Original Signed By:Original Signed By:
Original Signed By:
Original Signed By:
The Corporation of the City of Pickering
By-law No. XXXX/26
Being a by-law to establish retention periods for records of The
Corporation of the City of Pickering.
Whereas Section 254(1) of the Municipal Act, 2001, S.O. 2001, c.25, (the “Act”) provides that
a municipality shall retain and preserve the records of the municipality and its local boards in a
secure and accessible manner;
And Whereas Section 255(1) of the Act provides that except as otherwise provided, a record
of a municipality or local board may only be destroyed in accordance with Section 255 of the
Act;
And Whereas Section 255(2) of the Act provides that a record of a municipality or local board
may be destroyed if a retention period for the record has been established and the retention
period has expired or the record is a copy of the original record;
And Whereas Section 255(3) of the Act provides that a municipality may 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;
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as follows:
1.Definitions
a)“Active Retention” means the internal departmental storage of Records that are
in regular day-to-day use by a Department;
b)“City” means The Corporation of the City of Pickering;
c)“City Clerk” means the Clerk of The Corporation of the City of Pickering (or their
designate);
d)“Classification” means the Records category where records are organized based
on their content, purpose, and business activities to facilitate efficient
management, retrieval, and Disposition;
e)“Constituency Records” means Records pertaining solely to the political activities
and constituency business of an elected official but does not include Records
pertaining to City business. The Mayor, as Head of Council, is considered an
“officer” of the City. The Mayor’s Records that relate to mayoral duties, as
opposed to constituency or personal papers, may be considered to be in the
City’s custody or control and therefore subject to the Act;
f)“Disposition” means the documented process that changes the status of a
Record including: retention, destruction, loss or transfer of custody or ownership;
g)“Inactive Retention” means the Records stored in the City’s Archives that are
referred to infrequently by a Department;
h)“Record” means any information, however recorded, whether in printed form, on
film, by electronic means or otherwise as defined in the Municipal Freedom of
Information and Protection of Privacy Act (MFIPPA) and documents City’s
Attachment 1 to Report CLK 01-26
By-law No. XXXX/26 Page 2
business functions, activities, transactions, rights, obligations or responsibilities
or records information that was created, received, distributed or maintained by
the City, and is in compliance with legal obligations;
i) “Records Retention Schedule” means a document that describes the City’s
Records by series and indicates the length of time that Records classified within
each series shall be retained before their final Disposition;
j) “Responsible Department” means the office or Department with primary
responsibility for retaining a Record;
k) “Retention Period” means the period, expressed in years, in which a Record shall
be retained and stored by the City; and,
l) “Transitory Record” means a Record having only temporary value which is not
required to meet statutory obligations, policy, establish guidelines or procedures,
certify a transaction, become a receipt or provide evidence of legal, financial,
operational or other decisions pertaining to the City.
2. General
2.1. The Classification and Retention Periods of all Records under the custody and
control of the City, are hereby established and adopted in accordance with
Schedule “A”, attached hereto, and forming part of this By-law.
3. Disposition of Records
3.1. The following principles shall govern the disposition of Records:
a) Records are disposed of at the end of a total retention period, subject to their
final disposition;
b) all Records shall be destroyed in a manner that preserves the confidentiality of
any information contained in such Records;
c) any Record pertaining to pending or actual litigation, or investigation or a request
under any privacy legislation, shall not be destroyed until such Record is no
longer required for such purpose;
d) Records Disposition may be postponed at the discretion of the City Clerk pending
receipt of a written request from the Department Director outlining the rationale
for the postponement and a revised timeline for Disposition; and,
e) copies of Records may be destroyed at any time if the original Records are being
retained in accordance with Schedule “A” of this By-law.
4. Duties and Responsibilities
4.1. City Clerk or their designate shall:
a) determine the appropriate classification of Records, considering the legal,
financial, administrative, operational, and historical values of each Record;
b) ensure that all reasonable measures are implemented to promote the
preservation, security, and destruction of Records in accordance with this By-law
and any legislative requirements; and,
c) ensure that reasonable measures are implemented to protect the City’s Records
from inadvertent destruction or damage, considering the nature of the Record to
By-law No. XXXX/26 Page 3
be protected, including the creation of new classification codes and retention
periods as may be required.
4.2. All City staff shall:
a) comply with the Classification and Retention Periods as specified in Schedule “A”
of this By-law;
b) ensure that Records in their custody and control are protected from inadvertent
destruction or damage; and,
c) ensure that Transitory Records in their custody and control are destroyed when
they are no longer needed for short-term reference.
5. Delegated Authority
5.1. Authority for establishing or amending the City’s Retention Periods contained in
Schedule “A” is hereby delegated to the City Clerk who may make changes to
Schedule “A” as required and without the need for Council approval.
6. Exemption
6.1. This By-law shall not apply to Constituency Records.
7. Short Title
7.1. This By-law shall be referred to as the Records Retention By-law.
8. Repeal of By-law
8.1. By-law No. 7347/14 is hereby repealed.
9. Approval of By-law
9.1. This By-law shall come into force and take effect upon passing.
By-law passed this 26th day of January, 2026
________________________________
Kevin Ashe, Mayor
________________________________
Susan Cassel, City Clerk
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 4
Schedule A - Corporate Records Retention Schedule
Retention Value Codes
C = Current Year
Refers to January 1st to December 31st. This means that the record series is kept for the current year plus the additional years outlined
in the retention period. For example, C + 2 means the record is retained in the current year, plus two additional years.
D = Destroy
Requires that upon expiration of the total retention period the record is destroyed – shredded, recycled, and deleted in the proper
manner.
P = Permanent Retention
Permanent records are considered to be so valuable or unique in documenting the history of an organization that they are preserved
indefinitely. Permanent records tend to derive their value primarily from legal or legislative-based value.
S = Superseded
Superseded records are kept for an indefinite period until they are replaced by an updated record and then discarded. Most records
of this nature tend to be used for reference purposes.
T = Termination of Event
Records that, as a part of the retention process, have a retention period calculated from the conclusion, or termination, of an action
or event.
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 5
Security Classification (All subject to MFIPPA)
Low
All information within these records may be shareable with the public. This information may be fit for distribution via public channels
such as email and websites. Disclosure of public information in not expected to adversely impact the City of Pickering, its employees,
its stakeholders, its business partners, or its customers.
Medium
These records contain general information intended or appropriate for approved internal audiences or a restricted external audience
such as identified stakeholders. Access is based on a business need-to-know basis.
High
These records contain the most sensitive business information that is intended for a limited audience. Its authorized disclosure could
seriously and adversely impact the City of Pickering, its employees, its stakeholders, its business partners, or its customers. Records
that are designated as high are accessible only by a defined sub-group of the City. Access permissions may be given to staff based
on their membership to a specific group or individually as City management deems appropriate.
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 6
File
Code
Record
Class
Description Security
Level
Active Inactive Total Disposition
Administration
A-1000-
001
Administration -
General
Records relating to general
correspondence, administration and
routine administrative functions
which cannot be classified
elsewhere.
Low C+1 5 C+6 D
A-1100-
001
Policies and
Procedures – General
Correspondence
Records relating to general
correspondence during the
development of policies and
procedures.
Low 2 N/A 2 D
A-1110-
001
Policies and
Procedures
Approved City Policies,
Interdepartmental Procedures,
Standard Operating Procedures and
Fire Services Standard Operating
Guide.
Low S+2 N/A S+2 D
A-1200-
001
Strategic Plans -
Corporate
Records relating to the planning of
corporate strategies, initiatives,
goals and objectives for
departments, divisions, programs
and services.
Low S+1 5 S+6 D
A-1300-
001
Staff Committees and
Meetings
Records relating to staff committees
and meetings other than Council
appointed Advisory Boards and
Committees. (Examples of sub
categories that may be created for
this classification.)
- 002 Pay It Forward Committee
Low C+1 5 C+6 D
A-1400-
001
Municipal Council and
Standing Committees
– General
Records relating to general
correspondence regarding the City
of Pickering Council and standing
committees. Also includes meeting
videos of City of Pickering Council
Low C+1 7 C+8 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 7
and standing committees.
(Examples of sub categories that
may be created for this
classification.)
- 002 Meeting Videos
A-1410-
001
Advisory Committees,
Boards, and
Taskforces of Council
- General
Records relating to Advisory
Committees, Boards, and
Taskforces of Council which could
include applications for
appointments, appointment lists, and
correspondence to committees.
(Examples of sub categories that
may be created for this
classification.)
- 002 Appointment Management
- 003 Meeting Schedule
High C+1 5 C+6 D
A-1411-
001
Advisory Committees,
Boards, and
Taskforces of Council
Agendas and minutes of Advisory
Committees, Boards, and
Taskforces of Council.
(Examples of sub categories that
may be created for this
classification.)
- 002 Accessibility Advisory
Committee
- 003 Heritage Pickering Advisory
Committee
Low C+1 P P P
A-1420-
001
Agendas Records relating to agendas for
Council and Standing Committees.
(Examples of sub categories that
may be created for this
classification.)
- 002 Executive
- 003 Planning & Development
- 004 Council
- 005 Statutory Public Meeting
Low C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 8
A-1430-
001
Minutes Records relating to original meeting
minutes of Council and Standing
Committees. Also includes inaugural
Council meeting videos.
(Examples of sub categories that
may be created for this
classification.)
- 002 Planning & Development
- 003 Executive
- 004 Council
- 005 Inaugural Meeting Videos
Low C+1 P P P
A-1440-
001
Department Reports Records relating to original
department reports prepared for
Council and Standing Committees.
(Examples of sub categories that
may be created for this
classification.
Also includes City Development
Information Reports.)
- 002 Corporate Services
- 003 City Development
Low C+1 P P P
A-2000-
001
Elections -
Administration
Records include working papers
relating to the administration of
elections as well as information
supplied to candidates, forms,
polling station locations, ward
boundaries, school permits, ballot
information, ordering of all supplies
and equipment, voter notification
records, etc.
(Examples of sub categories that
may be created for this
classification.)
- 002 Nomination Papers
- 003 Voter Notification Cards
- 004 List of Polling Locations
Medium C+1 7 C+8 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 9
A-2010-
001
Election - Results Records relating to the results of
municipal elections.
T = End of Election
Low T+120
Days
N/A T+120
days
D
A-2020-
001
Ward Boundaries Records relating to the ward
boundary reviews.
Low C+1 P P P
A-2100-
001
Regional Municipality
of Durham
Records relating to the government
of the Regional Municipality of
Durham.
(Examples of sub categories that
may be created for this
classification.)
- 002 Regional Finance Committee
- 003 Durham Region Police
Services
Low C+1 5 C+6 D
A-2200-
001
Provincial
Government (Ontario)
Records relating to the government
of the Province of Ontario.
(Examples of sub categories that
may be created for this
classification.)
- 002 Premier and MPP’s
- 003 Ministry of Municipal Affairs
and Housing
Low C+1 5 C+6 D
A-2201-
001
Lobbyist Registry Records relating to the municipal
lobbyist registry.
Low C+1 P P P
A-2202-
001
Accountability &
Transparency
Records relating to Council Code of
Conduct complaints and related
investigations, conflict of interest,
Integrity Commissioner
appointments and reports, closed
meeting investigations and
initiatives, conflict of interest forms,
etc.
High C+4 2 C+6 D
A-2203-
001
Strong Mayoral
Powers and Duties
Records related to mayoral
decisions and directions made
pursuant to the Municipal Act, 2001.
Low C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 10
A-2210-
001
Vital Stats Records relating to birth, death and
marriage registration.
(Examples of sub categories that
may be created for this
classification.)
-002 Births
-003 Deaths
-004 Marriages
High C+1 P P P
A-2211-
001
Vital Stats- General General records relating to birth,
death and marriage registration,
which cannot be classified
elsewhere.
Low C+1 5 C+6 D
A-2212-
001
Vital Stats- Marriage
Licence Applications
Marriage Licence Applications
(Duplicate record)
High 2 N/A 2 D
A-2300-
001
Federal Government
(Canada)
Records relating to the Federal
government of Canada.
(Examples of sub categories that
may be created for this
classification.)
- 002 Prime Minister and MPP’s
- 003 Federal Agencies
Low C+1 5 C+6 D
A-2400-
001
Other Municipalities Records relating to other
municipalities.
(Examples of sub categories that
may be created for this
classification.)
- 002 Municipal Resolutions/By-
laws
- 003 Town of Ajax
- 004 GTA
Low C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 11
A-2500-
001
Associations Records relating to the activities of
an association, society or
organization in which an employee
of the City has a membership,
interest or official capacity.
(Examples of sub categories that
may be created for this
classification.)
- 002 AMO
- 003 AMCTO
Low C+1 5 C+6 D
A-2600-
001
External
Authorities/Boards/Co
mmissions
Records relating to external
authorities, boards and
commissions.
(Examples of sub categories that
may be created for this
classification.)
- 002 School Boards
- 003 TRCA/CLOCA
- 004 Local Planning Appeals
Tribunal (LPAT)
- 005 OPG
Low C+1 5 C+6 D
A-2700-
001
Public
Relations/Ceremonies
/Receptions
Records relating to hosting,
attending and the performance of
official business at special
ceremonies and events.
Low 2 N/A 2 D
A-2710-
001
Advertising Records relating to advertising to the
public using any variety of available
media.
(Examples of sub categories that
may be created for this
classification.)
- 002 News Releases
- 003 Newsletters
Low C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 12
A-2720-
001
Publications Records relating to organization
publications which could include
pamphlets, guides, brochures,
tourism information, trade show
events, directories and publications
of interest to the organization.
Low C+1 5 C+6 D
A-3100-
001
Customer Care -
General
Records relating to customer care
which cannot be classified
elsewhere.
High C+1 5 C+6 D
A-3110-
001
Complaints,
Concerns, Issues –
(Street/Property Files)
Records relating to
customer/resident complaints,
concerns, issues.
High C+1 5 C+6 D
A-3120-
001
Promotional Products Records relating to sales and
issuance of City of Pickering
promotional products. Includes
inventory spreadsheets,
correspondence and reports.
Low C+1 5 C+6 D
A-3130-
001
Forms Management Records relating to the design,
production and review of forms used
by the municipality.
Low S N/A S D
A-3200-
001
Website Records relating to the corporate
website.
Low C+1 5 C+6 D
A-3300-
001
Historical/Heritage
Conservation
Records of general historic nature,
which do not pertain to a specific
record class and records relating to
the identification, regulation and
preservation of historically
designated buildings, archaeological
areas and artefacts.
(Examples of sub categories that
may be created for this
classification.)
- 002 Heritage Permit Application
01/07
Low C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 13
A-3400-
001
Cemeteries Records relating to the
administration, management,
identification, regulation and
preservation of local cemeteries.
Medium C+1 P P P
A-3500-
001
Records Management Records relating to the records
management program. This
includes general records
management, operational standards
and procedures, development,
adoption and implementation of file
classification systems, procedures
and techniques for management of
records systems.
(Examples of sub categories that
may be created for this
classification.)
- 002 File Classification schedule
Low S N/A S D
A-3501-
001
Records Disposition Records relating to the disposition of
municipal records. Includes
destruction certificates, departmental
sign offs, and any other related
documentation.
Low C+1 P P P
A-3510-
001
Records Disaster Plan
Recovery
Records relating to recovery plans
for potential loss of vital records
during unforeseeable incidents such
as fires, natural disasters, terrorism
and theft.
Low S N/A S D
A-3520-
001
Freedom of
Information
Records relating to the general
issues of access to information.
Includes all requests made under
the Municipal Freedom of
Information and Protection of
Privacy Act, working papers, copy of
the reply and correspondence with
the Commissioner’s Office.
T = Closure of File
High T+1 5 T+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 14
A-3530-
001
Protection of Privacy Records related to the protection of
personal privacy in the day-to-day
operations of the City. Records
include requests to correct personal
information, privacy complaint
investigations, privacy statements,
and privacy impact assessments.
High C+1 5 C+6 D
A-3540-
001
Routine Disclosure Records related to the routine
disclosure of information as part of
the routine disclosure program.
High C+1 5 C+6 D
A-3600-
001
Courier/Mail/Postage Records relating to postal rates and
services, courier rates and services
and the interoffice mail system.
Low 2 N/A 2 D
A-3610-
001
Printing and
Reproduction
Records relating to internal and
external printing and reproduction.
Low 2 N/A 2 D
A-3620-
001
Trademarks, Patents,
Copyrights and Visual
Identity
Records relating to the copyright,
patent and trademark protection of
municipal logos, and products used
for visual identity. This record series
may include the logo, coat-of-arms,
letterhead design, emblem, vehicle
identification and seals of office.
Low C+1 P P P
A-3700-
001
Information
Technology - General
Records relating to service request
forms for repairs, user hardware and
software requests, up-grades,
modifications and maintenance, user
authorization and approval,
troubleshooting information,
conversions, connections, support
records, user logs and security
issues. General information relating
to research, development, design
and implementation of information
system projects which may include
feasibility studies and needs
High C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 15
analysis research, system
development methodologies and
system architecture which cannot be
classified elsewhere.
A-3710-
001
Computers -
Hardware
Records relating to the purchase of
computer hardware, including
equipment evaluations, user
specifications, issues, maintenance
and repairs. Including research,
history, problems and maintenance
files.
(Examples of sub categories that
may be created for this
classification.)
- 002 Hardware research files
- 003 Hardware history files
- 004 Hardware problems &
maintenance
T=Hardware no longer in use
High T+1 N/A T+1 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 16
A-3720-
001
Computers – Software Records relating to the purchase of
computer software, including
software evaluations, user
requirements, issues, maintenance
and repairs. Including research,
history, problems and maintenance
files.
(Examples of sub categories that
may be created for this
classification.)
- 002 Software research files
- 003 Software history files
- 004 Software problems &
maintenance
T=Software no longer in use
High T+1 N/A T+1 D
A-3800-
001
Telecommunications Records relating to the purchasing,
installation, maintenance, operation
and issuance of telecommunication
systems.
(Examples of sub categories that
may be created for this
classification.)
- 002 Telephones
- 003 Voice Mail
- 004 Cell Phones
T=Telecommunication
device/system no longer in use
High T+1 N/A T+1 D
A-4000-
001
Human Resources -
General
Records relating to the general
administration of Human Resource
management activities which cannot
be classified elsewhere.
Low C+1 5 C+6 D
A-4010-
001
Consultants Records relating to report of services
provided by arbitrators, arbitration
nominees, legal firms, benefits
consultants and employment
consultants.
High C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 17
A-4020-
001
Human Rights Records relating to human rights,
may include investigations and other
information on the Charter of Rights.
T=Closure of human rights
investigation file
High T+1 N/A T+1 D
A-4040-
001
Succession Planning Records relating to succession
planning including records relating to
the inventory and analysis of
management and leadership within
the corporation.
Medium C+1 5 C+6 D
A-4050-
001
Training and
Development/Career
Counseling
Records relating to external
seminars, workshops, and
conferences for career and
professional development offered to
employees.
Low 2 N/A 2 D
A-4100-
001
Employment/Job
Postings/Recruitment
Records relating to job postings,
advertisements, competition records,
applications and resumes. This
record series may include grading
forms, applicant interviews and
correspondence to unsuccessful
candidates and notice of
employment.
(Examples of sub categories that
may be created for this
classification.)
- 002 Seasonal Hiring
- 003 Applications/Resumes
High 2 2 4 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 18
A-4200-
001
Employee Records Records relating to City employees,
including applications/resumes,
history, skills, education levels,
classification, union status/seniority,
benefits information, pension plan
information and beneficiary name,
special testing reports, probationary
evaluations, and salary increases.
(Examples of sub categories that
may be created for this
classification.)
- 002 Criminal Reference Checks
- 003 Employee Driver Abstract
- 004 Exit Interviews
Note: Upon cessation of
employment, the employee file is
reclassified as either a terminated
employee file or a retired employee
file.
High P N/A P P
A-4230-
001
Temporary/Contract
Employment
Records relating to contract jobs for
the hiring of temporary, casual and
part time employees.
T=Termination of Employment
High T+1 5 T+6 D
A-4240-
001
Elected Officials Human resource records related to
elected officials.
High C+1 P P P
A-4250-
001
Retired Employees Retired employee files are
reclassified employee files upon
cessation of employment.
T = Death of Beneficiary
High T+1 P P P
A-4260-
001
Terminated
Employees
Terminated employee files are
reclassified employee files upon
termination of employment.
T = Termination of Employment
High T+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 19
A-4300-
001
Employee Benefits –
General
Records relating to the
administration of employee benefits,
including Canada Pension Plan,
group life insurance, extended
health, dental, medical and pension
etc.
High C+1 5 C+6 D
A-4310-
001
Attendance Records relating to attendance,
absences from work, may also
include sick credits, shift scheduling,
vacation, hours of work statistics and
absences due to other reasons.
(Examples of sub categories that
may be created for this
classification.)
- 002 Statutory Holidays
- 003 Vacation Requests/Approvals
- 004 Sick Leave
- 005 Leave of Absence
High C+1 5 C+6 D
A-4400-
001
Employee Insurance Records relating to insurance,
including correspondence and
information about alternative health
care plans.
(Examples of sub categories that
may be created for this
classification.)
-002 Health Insurance
-003 OMERS
-004 AD&D
-005 Long Term Disability
High S N/A S D
A-4420-
001
Pensions - General Records relating to pension plans
including remittance, statutory forms,
and government annuities.
High 2 N/A 2 D
A-4430-
001
Employee & Family
Assistance Program
(EFAP)
Records relating to internal and/or
external Employee & Family
Assistance programs.
High S N/A S D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 20
A-4500-
001
Compensation/Classifi
cation/Employment
Equity
Records relating to the
administration and planning of salary
schedules by job evaluations,
classifications, surveys and plans.
This record series may include
information relating to pay equity,
acting appointments, minimum wage
history, management and non-union
salary reviews and market
adjustments.
- 002 Job Classification
- 003 Employment Equity
- 004 Compensation (excludes
salary negotiations)
High C+1 9 C+10 D
A-4510-
001
Job Descriptions Records relating to the description of
job duties, specifications, experience
and education requirements.
Low S N/A S D
A-4550-
001
Surveys – Human
Resources
Records relating to employment and
salary surveys.
High C+1 5 C+6 D
A-4560-
001
Performance
Management –
General
Records relating to performance
management programs and related
activities. (Examples of sub
categories that may be created for
this classification.)
- 002 Vision Awards
-003 PREP
High C+1 5 C+6 D
A-4600-
001
Labour Relations -
General
Records relating to labour relations
of a general nature that cannot be
classified elsewhere.
High C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 21
A-4610-
001
CUPE 129 Records relating to agreements and
contracts between municipal and
union officials. Records may include
collective bargaining issues,
employment contracts, union
contracts, correspondence,
negotiated agreements, amendment
records and certification.
(Examples of sub categories that
may be created for this
classification.)
- 002 Collective Agreements
- 003 Negotiations
- 004 Grievances
- 005 Seniority Lists
High C+1 P P P
A-4620-
001
Pickering Professional
Firefighters
Association (PPFA)-
Local 1632
Records relating to agreements and
contracts between municipal and
union officials. Records may include
collective bargaining issues,
employment contracts, union
contracts, correspondence,
negotiated agreements, amendment
records and certification.
Examples of sub categories that
may be created for this
classification.)
- 002 Collective Agreements
- 003 Negotiations
- 004 Grievances
- 005 Seniority Lists
High C+1 P P P
A-4630-
001
Non-Union Records relating to agreements and
contracts between municipal and
non-union officials.
High C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 22
A-4700-
001
Health & Safety –
General
Records relating to hazardous
materials, safety footwear, WHMIS,
first aid, fire and emergency.
(Examples of sub categories that
may be created for this
classification.)
- 002 Safety Footwear
- 003 WHMIS
- 004 First Aid Training
- 005 Hazardous Materials
Low C+1 5 C+6 D
A-4710-
001
Occupational Health &
Safety
Records relating to policies
established under Occupational
Health and Safety Act.
Low S N/A S D
A-4720-
001
Incident/Accident
Reports
Records relating to all
incident/accident reports reported to
Human Resource Department.
T = Return to work or settlement of
case.
Medium T+1 5 T+6 D
A-4760-
001
Designated
Substances
Records include list of City facilities
and a list of designated substance
found, background information on
designated substance program
management and implementation
and may contain correspondence to
the unions, notices to staff,
contractor and notes on staff health
surveillance records.
High C+1 P P P
A-4770-
001
Workplace
Inspections
Records relating to inspections
carried out in the workplace and
includes findings, recommendations
and any corrective action taken.
Includes inspections conducted by
the Ministry.
Medium C+1 5 C+6 D
A-4780-
001
Safety Audits Records relating to the safety audits
of staff.
Medium C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 23
A-4810-
001
WSIB Claims Records include Form 7, attending
physician reports, benefits history,
current injury/accident details,
accident investigation reports, WSIB
reports, correspondence and return
to work certifications, may also
include Health and Safety statistics
reports.
(Examples of sub categories that
may be created for this
classification.)
- 002 Joint Health and Safety
Committee
- 003 WSIB Summary Management
High C+1 9 C+10 D
A-4820-
001
Long-Term Disability
Claims
Records include copy of the original
OMERS application form, medical
updates, prognosis reports, prior
claims, case history summary sheet,
notes and correspondence.
High C+1 9 C+10 D
A-4900-
001
Training & Education -
General
Records relating to internal training
and education programs in general.
(Examples of sub categories that
may be created for this
classification.)
- 002 Courses & Programs
- 003 Professional Development
Program
Low C+1 9 C+10 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 24
Development
D-1000-
001
City Development –
General
Records relating to City Development
and planning that cannot be classified
elsewhere.
Low C+1 5 C+6 D
D-1100-
001
Planning
Studies/Research/Po
licy Documents
Records relating to studies, research
and policy documents in support of
planning and development functions,
activities and issues.
Low C+1 P P P
D-1200-
001
Community
Development/Improv
ement
Records relating to community
improvement planning, including
studies, reports, and projects.
T=Completion of community
improvement project
Low T+1 P P P
D-1210-
001
Downtown Initiatives Records relating to improvements to
the downtown (e.g. streetscape,
lighting, and beautification).
Low C+1 9 C+10 D
D-1220-
001
Urban Design Records relating to urban design,
including issues and general concepts
of planning the urban environment
(i.e. urban intensification,
streetscapes, urban art and
architecture).
Low C+1 9 C+10 D
D-1230-
001
Rural Area Records relating to rural areas,
including issues and general concepts
of planning in rural areas.
Low C+1 19 C+20 D
D-1240-
001
Smart Growth Records relating to smart growth
development planning.
T=Completion of smart growth
development plan
Low T+1 19 T+20 D
D-1300-
001
Housing Records relating to the availability of
housing and housing issues, including
general assessments of the need for
affordable housing, occupancy rates,
housing cost statistics, related studies
and CMHC reports.
Low C+1 19 C+20 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 25
D-1310-
001
Housing Programs Records relating to Federal and
Provincial housing agencies,
programs, and policies.
T=Termination of housing program
Low T+1 5 T+6 D
D-1320-
001
Group Homes Records relating to group homes. Low C+1 5 C+6 D
D-1400-
001
Statistics and Data Records relating to statistical,
demographic and other information
that are used for planning purposes
(i.e. population/census information,
land use, commercial and industrial
floor space, land inventories,
employment/unemployment trends,
composition of the workforce and
social statistics etc. ).
Low 2 38 40 D
D-1500-
001
Economic
Development
Records relating to promotion and
marketing of the City including
strategic alliance that cannot be
classified elsewhere.
Low C+1 5 C+6 D
D-1510-
001
Small Businesses Records relating to the development
of small businesses within the City of
Pickering.
Low C+1 5 C+6 D
D-1520-
001
Business Records Records relating to all Pickering based
businesses.
Low C+1 5 C+6 D
D-1521-
001
Investment Enquiries Records relating to parties interested
in locating to Pickering.
Low C+1 5 C+6 D
D-1530-
001
Tourism Records relating to the
encouragement and attraction of
tourism related activities to the area
and the tourism industry.
Low S N/A S D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 26
D-2000-
001
Official Plan Records relating to the statement of
long term goals and objectives for the
development of the community,
including the consolidated copy of the
City of Pickering Official Plan
prepared by the City Development
Department and the original signed
Official Plan adopted by Council and
approved by the Region of Durham.
Low C+1 P P P
D-2010-
001
Official Plan -
General
Records related to official plan
working files and other records
relating to the official plan that cannot
be classified elsewhere.
Low C+1 5 C+6 D
D-2100-
001
Pickering District
Plan
Records relating to the statement of
long term goals and objectives for the
development of the community,
including the consolidated copy of the
City of Pickering District Plan
prepared by the City Development
Department and the original signed
District Plan adopted by Council and
approved by the Region of Durham.
Low C+1 P P P
D-2200-
001
Compendium Records relating to the preparation of
the Official Plan Compendium that
provide a more detailed land use plan
than the Official Plan
Low C+1 P P P
D-3000-
001
Development
Applications &
Amendments –
General
Records relating to developments
which cannot be classified elsewhere.
Low C+1 5 C+6 D
D-3100-
001
Official Plan
Amendments
Records relating to applications to
amend the Official Plan, including
development applications necessary
to execute the amendment.
T=Amendment application file closed
Medium T+1 49 T+50 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 27
D-3200-
001
Draft Plan of
Subdivisions
Records relating to applications for
draft plan of subdivision including
application, background reports, staff
reports, draft plan conditions,
resolutions and approvals. Records
include any related applications
including zoning amendments, local
and/or Regional Official Plan
Amendment.
T=Application for draft plan of
subdivision closed
Medium T+1 49 T+50 D
D-3300-
001
Zoning By-law
Amendments
Records relating to applications to
amend a Zoning By-law to execute
rezoning.
T=Zoning By-law amendment
application file closed
Medium T+1 29 T+30 D
D-3400-
001
Condominiums Records relating to applications for
condominiums, including applications,
background reports, staff reports draft
plan conditions, resolutions and
approvals. Records include related
applications including zoning
amendments, local and/or Regional
Official Plan Amendment. May contain
copies of Condominium agreement.
T=Application for condominiums file
closed
Medium T+1 49 T+50 D
D-3500-
001
Consent/Severances
(Land Division)
Records relating to the severance and
other consents of individual parcels of
land, including applications, surveys,
decisions, clearance letters, deed
page and copies of OLT order.
T=OLT decision issued
Medium T+1 49 T+50 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 28
D-3600-
001
Crown Rights Records relating to the Memorandum
of Understanding between the
Province of Ontario, the Region of
Durham and the City of Pickering
regarding the severance of individual
parcels of land, including applications,
surveys, decisions, and clearance
letters.
T=Memorandum of Understanding
issued
Low T+1 49 T+50 D
D-3700-
001
Variances
(Committee of
Adjustment)
Records relating to applications to the
Committee of Adjustment for a
variance to the Zoning By-law,
including application, correspondence,
reports, minutes and decisions.
T=Committee of Adjustment decision
issued
Medium T+1 19 T+20 D
D-3710-
001
Decisions of
Committee of
Adjustment
Committee of Adjustment decisions. Low C+1 P P P
D-3800-
001
Ministers Zoning
Order
Records relating to applications and
reports to Council regarding
applications from the Ministry of
Municipal Affairs and Housing for
amendments to a Provincial Zoning
Order.
T=Application to amend a Provincial
Zoning Order file closed
Low T+1 19 T+20 D
D-3810-
001
Ministers Zoning
Order Regulations
Regulation from applications
submitted by the Ministry of Municipal
Affairs and Housing for amendments
to a Provincial Zoning Order.
Low C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 29
D-3900-
001
Site Plans Records relating to approvals
regarding the layout of buildings and
locations and provisions of services to
individual properties. May contain
copies of site plan agreements.
T = Security released or application
denied
P = Copies of agreements and signed
plans are retained permanently under
L-4100 Legal Documents
Medium T+1 14 T+15 D
D-4000-
001
Development
Services – General
Records relating to Development
Control that cannot be classified
elsewhere.
Low C+1 5 C+6 D
D-4010-
001
Pool Enclosures
Permits
Records relating to Pool Enclosure
Permits that cannot be classified
elsewhere.
Medium C+1 5 C+6 D
D-4100-
001
Subdivision
Agreements
Records associated with the control of
registered and unregistered
subdivision agreements, records
arranged by 40R plan number.
Records series may include drawings,
reports, background information,
notices and certificates of approvals
and working documentation.
T=Subdivision agreement
approved/denied
Medium T+1 49 T+50 D
D-4200-
001
Development
Agreements
Records associated with the control of
registered and unregistered
development agreements, records
arranged by 40R plan number.
Records series may include drawings,
reports, background information,
notices and certificates of approvals
and working documentation.
T=Development agreement
approved/denied
Medium T+1 49 T+50 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 30
D-4300-
001
Site Plan
Agreements
Records associated with the control of
registered and unregistered site plan
agreements, records arranged by 40R
plan number. Records series may
include drawings, reports, background
information, notices and certificates of
approvals and working
documentation.
T=Site plan agreement
approved/denied
Medium T+1 49 T+50 D
D-4400-
001
Land Division Records associated with the control of
registered and unregistered land
division agreements, records arranged
by 40R plan number. Records series
may include drawings, reports,
background information, notices and
certificates of approvals and working
documentation.
T=Land division agreement
approved/denied
Medium T+1 49 T+50 D
D-4500-
001
Refundable Deposits Records relating to deposits submitted
as part of the development application
process. Records include security
back up; correspondence,
photographs, and final refund records.
T=Development application
approved/denied
Medium T+1 P P P
D-4600-
001
Plans Records relating to scrolled paper
plans and Mylar plans as part of the
development application process.
Paper plans are discarded and Mylar
plans are retained permanently.
Medium C+1 P P P
D-4700-
001
Sewer Videos Records relating to videos of sewers
once development has been
completed.
Low C+1 19 C+20 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 31
D-5000-
001
Building, General Records relating to building, plumbing
and permits that cannot be classified
elsewhere.
Low C+1 5 C+6 D
D-5100-
001
Building & Plumbing
Permits
Records relating to building and
plumbing permits. This record series
may include applications, drawings,
forms, inspection reports, orders and
enforcement.
Medium C+1 P P P
D-5110-
001
Fire Prevention
Permits
Records relating to schematic
diagrams/drawings of fire emergency
systems for major commercial
buildings, schools, churches,
community centres and city owned
facilities. This record series may
include Building Permit Application or
Property Information, site servicing,
hydrants, water supply lines, fire
department connections, etc.
Medium C+1 P P P
D-5200-
001
Building Permit
Statistics Reports
Records relating to but not limited to
monthly status reports,
correspondence and reports regarding
building activities.
Low C+1 9 C+10 D
D-5300-
001
Building
Documentation/Form
s
Records relating to Building Services
standard forms.
Low S N/A S D
D-5400-
001
Geotechnical
Reports
Records relating to soil information for
various locations in Pickering.
Low C+1 P P P
D-5500-
001
Certified Model
Information
Records related to pre-certification
associated with, and in advance.
Low S N/A S D
D-5600-
001
Builders
(Subdivision)
Records relating to subdivision
documentation, excluding
agreements.
Medium C+1 9 C+10 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 32
D-6000-
001
Subdivision Control
Records
Records relating to the tracking of a
development process. Files are
opened for every registered plan,
concession and range.
(Examples of subcategories that may
be created for this classification.)
- 002 Control (records pertaining to
zoning, site plan and architectural
drawings, and tree preservation
plans.)
- 003 Lawyers letter (includes a copy
of survey and responses which are
out of the ordinary.)
- 004 Part Lot Control
Medium C+1 P P P
D-7000-
001
Sustainable
Pickering – General
Records relating to the Sustainable
Pickering program that cannot be
classified elsewhere.
Medium C+1 5 C+6 D
D-7001-
001
Programs & Special
Project
Records relating to studies, research,
and general education and
awareness, in support of sustainability
planning and activities.
Medium C+1 5 C+6 D
D-7002-
001
Events Records relating to events, and
associated promotion and marketing,
for corporate and community
sustainability engagement.
Medium C+1 5 C+6 D
D-7003-
001
Advertising &
Promotion
Records relating to Sustainable
Pickering corporate and community
advertising and promotional channels,
including paid media, eNewsletters,
and more.
Low C+1 5 C+6 D
D-8000-
001
Environmental
Planning
Records relating to environmental
planning which cannot be classified
elsewhere. Records include studies
and reports related to the monitoring
of environmental policies and
regulations and long-range planning.
Low C+1 34 C+35 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 33
D-8100-
001
Creeks &
Watersheds
Records relating to creeks and
watersheds which cannot be classified
elsewhere. Records may include
watershed studies, remediation plans,
studies/reports by outside agencies
and correspondence for watershed
and sub-watershed plans,
environmental master drainage plans
and storm water specific to the Creek.
(Examples of sub categories that may
be created for this classification.)
- 002 Duffins Creek
- 003 Petticoat Creek
Low C+1 34 C+35 D
D-8200-
001
Floodplain &
Stormwater
Management
Records relating to flood plains and
stormwater management.
Low C+1 34 C+35 D
D-8300-
001
Natural Heritage
Features
Records relating to natural heritage
features which cannot be classified
elsewhere.
Low C+1 34 C+35 D
D-8310-
001
Oak Ridge Moraine Records relating to the Oak Ridges
Moraine.
Low C+1 34 C+35 D
D-8320-
001
Environmentally
Significant Areas
Records relating to areas within the
City of Pickering which are
environmentally significant.
Low C+1 34 C+35 D
D-8330-
001
Areas of Natural &
Scientific Interest
Records relating to areas within the
City of Pickering which are of natural
and/or scientific interest.
Low C+1 34 C+35 D
D-8340-
001
Wetlands Records relating to wetlands within
the City of Pickering.
Low C+1 34 C+35 D
D-8350-
001
Lake Iroquois
Shoreline
Records relating to the Lake Iroquois
Shoreline.
Low C+1 34 C+35 D
D-8360-
001
Woodlands Records relating to the woodlands. Low C+1 34 C+35 D
D-8370-
001
Rouge Duffins
Wildlife Corridor
Records relating to the Rouge Duffins
Wildlife Corridor.
Low C+1 34 C+35 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 34
D-8400-
001
Lake Ontario
Shoreline
Records relating to the Lake Ontario
Shoreline. Excludes: Waterfront
operations, activities and events.
Low C+1 34 C+35 D
D-8500-
001
Brownfields Records relating to Brownfields. Low C+1 39 C+40 D
D-8600-
001
Contaminated
Soils/Soil
Investigations
Records relating to the identification,
investigation and clean-up
requirements of potentially
contaminated soils. Record series
could include correspondence,
consultant reports and clean-up
requirements.
Low C+1 P P P
D-8700-
001
Noise and Vibration Records relating to noise and vibration
matters in the development approval
process.
Low C+1 9 C+10 D
D-9000-
001
Mapping Services –
General
Records relating to mapping services
that cannot be classified elsewhere.
Low C+1 9 C+10 D
D-9100-
001
Photography Records of aerial photographs of the
City and prints of various sizes as well
as 35 mm slides.
Low C+1 P P P
D-9200-
001
Surveys Registered plans of surveys for
roadways, expropriation plans, D
Plans. Surveys have been done by
Province, Federal Government, and
MPAC.
Low C+1 P P P
D-9300-
001
40R Plans Registered survey of a property by
Ontario Land Surveyors indicating lot
size, and other pertinent information.
Originals retained by Land Registry
Office (LRO).
Medium C+1 P P P
D-9400-
001
40M Plan Registered survey of a property by
Ontario Land Surveyors indicating lot
size, and other pertinent information.
Originals retained by Land Registry
Office (LRO).
Medium C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 35
D-9500-
001
Mapping Computer generated maps via CAD or
geographical information systems
software of different thematic design.
Medium S N/A S D
D-9600-
001
Municipal Addressing Records relating to municipal
addresses.
Low C+1 P P P
D-9610-
001
Street Names -
General
Records relating to correspondence
with regards to street naming.
Low C+1 19 C+20 D
D-9620-
001
Street Name Listings Records relating to a listing of
proposed street names.
Low S N/A S D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 36
Finance
F-1000-
001
Finance – General Includes records relating to finance
management in general that cannot
be classified elsewhere. Use only
when no other heading is applicable.
Low C+1 5 C+6 D
F-1100-
001
Letters of Credit Records relating to letters of credit
extended to developers for subdivision
and site plan applications. T=
Cancellation of letter of credit.
Medium T+1 5 T+6 D
F-1200-
001
Fixed Assets Records relating to fixed assets
including supporting documentation to
initial expenditure, depreciation,
amortization and disposal. T =
Disposal of asset
Low T+1 5 T+6 D
F-1300-
001
Capital Projects Records related to large capital
budgeted and funded projects.
T=Completion of capital project
Low T+1 5 T+6 D
F-2000-
001
Budgets - General Records relating to budgets in general
that cannot be classified elsewhere.
Low C+1 5 C+6 D
F-2010-
001
Current Budget –
General
Records relating to the Operating
Budget which cannot be classified
elsewhere. Includes cost control
reports and correspondence regarding
requests for financial assistance.
Low C+1 5 C+6 D
F-2020-
001
Current Budget –
Approved
Final Budget document as approved
by Council.
Low C+1 P P P
F-2030-
001
Current Budget –
Supporting
Documentation
Records relating to approved
Corporate Current budget including
correspondence, working papers,
department submissions (operating,
program capital, and salary
schedules).
Medium C+1 10 C+11 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 37
F-2040-
001
General Government
Budget – Supporting
Documentation
Records relating to approved General
Government budget including
correspondence, working papers, and
department submissions.
Low C+1 10 C+11 D
F-2050-
001
Capital Budget -
General
Records relating to the Capital budget
which cannot be classified elsewhere.
Low C+1 5 C+6 D
F-2060-
001
Capital Budget –
Approved
Final Capital budget document as
approved by Council
Low C+1 P P P
F-2070-
001
Capital Budget –
Supporting
Documentation
Records relating to approved
Corporate Capital budget including
correspondence, working papers, and
department submissions.
Low C+1 10 C+11 D
F-2200-
001
Debentures Records related to debentures
including debenture financing and
sinking fund or instalment debentures.
T = Debenture end date.
Medium T+1 5 T+6 D
F-2210-
001
Debentures Registry Records relating to the recording of
purchases of debentures, maturity
dates and other pertinent information.
This record series may include all
records relating to the debenture
registry, including memoranda of
transfers, certificates of ownership,
authorities of corporations, and
supporting documentation.
T = maturity date
Medium T+1 19 T+20 D
F-2300-
001
Strategic Financial
Plan
Records relating to the development
and final approved Strategic Financial
plan. Record series includes
correspondence, working papers,
departmental submissions, etc.
Low S N/A S D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 38
F-2400-
001
Risk and Loss
Management
Records relating to managing risk and
loss through risk financing (insurance
and reserve funds) and loss control
(prevention and mitigation programs).
Includes risk assessments, audits,
recommendations, correspondence,
program and training issues.
Low S N/A S D
F-3000-
001
Insurance – General Records relating to general insurance
correspondence, which cannot be
classified elsewhere.
Medium C+1 5 C+6 D
F-3010-
001
Insurance Records Records relating to original insurance
liability policies. This record series
may include original policy, agents,
adjusters and premiums.
Medium S N/A S D
F-3020-
001
Insurance
Certificates
Copies of Insurance Certificates
provided to the City by any service
provider conducting work for the City.
Includes supporting documentation,
certificates from parties renting City
property, copies of Certificates of
Corporate Liability Policies which are
supplied to outside parties.
T = Expiry Date of Certificate
Medium T+1 5 T+6 D
F-3030-
001
Insurance Claims Records relating to documentation of
claims and actions taken upon receipt
of claims to allow for the issuance of
funds or statements of non-liability, or
an incident that may result in a claim.
Includes supporting documentation
and correspondence.
T = Resolution of claim
Medium T+1 5 T+6 D
F-3040-
001
Deductible Payments
–
Documentation/Invoi
ces
Includes all records relating to any
third party Deductible payments.
Includes correspondence, record of
payment and any other supporting
Medium C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 39
documentation relative to the
payment.
F-3200-
001
General Ledger Comprehensive annual general ledger
of all transactions posted to the
general ledger. Also includes final
trial balance.
Medium C+1 P P P
F-3210-
001
General Ledger
Account
Reconciliations
Includes individual files for certain
asset, liability, revenue and expense
accounts which include reconciliations
or additional information to explain
transactions.
Medium C+1 5 C+6 D
F-3211-
001
Accounting –
General
Records related to accounting that
cannot be classified elsewhere.
Medium C+1 5 C+6 D
F-3300-
001
Financial Statements Records include financial statements
and year-end working papers
supporting audited financial
statements. Includes balance sheet,
income statements, financial
statements and auditors report.
Low C+1 P P P
F-3310-
001
Financial Information
Return
Includes the annual Financial
Information Return and supporting
working papers.
Low C+1 5 C+6 D
F-3320-
001
Year End Records relating to the year-end
closing of the books and records for
the City, which includes various
working papers, schedules and
reports. May include schedules
pertaining to other annual reporting
requirements.
Low C+1 5 C+6 D
F-3400-
001
Performance
Measures
Includes annual reporting and
supporting working papers.
Low C+1 5 C+6 D
F-3500-
001
Journal Entries Records include completed journal
entry forms and all background
documentation used to substantiate
journal entries.
Low C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 40
F-3600-
001
Bank
Reconciliations/State
ments
Records include bank reconciliation
working papers and bank statements
for general and investment accounts.
Also includes returned cheques from
the bank.
Medium C+1 5 C+6 D
F-3700-
001
Investments Records relating to the investments of
the municipality includes
correspondence, confirmation
certificates, bank transfers, and
supporting documentation. Also
includes reference materials and the
investment policy.
T = Maturity Date
High T+1 5 T+6 D
F-3800-
001
Sales Tax Records relating to individual quarterly
filings as well as a copy of the original
return as filed and any supporting
documents. May include
correspondence on interpretations
and rulings.
High C+1 5 C+6 D
F-3900-
001
Cash Reports (Non
Tax or A/R)
Records relating to daily cash
transactions. Includes batch listings
retained in binders by batch # and
cashier reports including actual
receipts indicating payee and GL
Account Number, which are filed by
month and by date, and daily cash
reports from facilities. Excludes: Cash
receipts for Tax payments and A/R
transactions.
Medium C+1 5 C+6 D
F-4000-
001
Accounts Payable Records relating to Accounts Payable
in general. Includes records relating
to the accounts payable function in
general that cannot be classified
elsewhere.
Low C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 41
F-4010-
001
Vendor Files Records relating to accounts payable
and include invoices and cheque
copies, purchase orders, cheque
requisitions, receiving reports, and
other background information.
Medium C+1 5 C+6 D
F-4020-
001
Input Batches Records include the batch report
which is used to balance against the
invoices, filed in batch number order.
Medium C+1 5 C+6 D
F-4030-
001
Cheque Run Reports Records include reports generated
relative to each cheque run. Reports
include but are not limited to the
Cheque Retrieval listings and the
Cheque Listing. Filed in batch number
order.
Medium C+1 5 C+6 D
F-4040-
001
A/P Adjustments
Cancelled Cheques
Records include Accounts Payable
Reports and supporting
documentation. Reports include, but
not limited to, the Cancelled Cheque
Listing and the Adjustment Reports.
Filed in batch number order.
Medium C+1 5 C+6 D
F-4100-
001
Payroll – General Records relating to the administration
of payroll services for the municipality.
High C+1 5 C+6 D
F-4110-
001
Payroll Register Records relating to each employee’s
payroll history. Hours deductions,
basic and net payare recorded and
filed in a binder by pay period and
year and sorted by
department/branch. Also includes a
master control register which provides
year to date (YTD) data.
High C+1 5 C+6 D
F-4120-
001
Payroll Employee
Files
Payroll history supporting
documentation. Including original
Action Notices, TD1 form, banking
details and change of address. A
separate file is retained for each
High T+1 39 T+40 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 42
employee and arranged alphabetically
by surname.
T=Termination or retirement of
employee
F-4130-
001
T4’S Annual printout of employee T’4s.
Includes year-end reconciliations and
manually amended T4’s.
High C+1 5 C+6 D
F-4140-
001
Payroll Time Sheets Records associated with the individual
time entry by employees into the
payroll system.
High C+1 4 C+5 D
F-4150-
001
Pension Financial
Reporting
Records relating to pension
remittances, leave/part-time
calculations and annual reporting
requirements.
High C+1 5 C+6 D
F- 4160-
001
Benefit Remittances Records relating to monthly
remittances.
High C+1 5 C+6 D
F-4170-
001
Employee Payroll
Calculations –
General
Records relating to various payroll
calculations and general
correspondence.
High C+1 5 C+6 D
F-4200-
001
Tax Revenue -
General
Records relating to tax revenue in
general, including calculations, which
cannot be classified elsewhere.
Includes merge reports, returned mail,
ad samples, MPAC street index, and
equipment correspondence.
High C+1 5 C+6 D
F-4210-
001
Tax Registrations A permanent record of accounts
registered with the Registry
Office/Land Titles Division for Tax
Sale includes tax sale extension
agreements.
High C+1 P P P
F-4220-
001
Tax Certificates Records relating to letters from
lawyers requesting tax certificates.
High C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 43
F-4230-
001
Tax Account
Changes
Records relating to change of
ownership information, mailing
address changes, mortgage company
changes and MPAC sales listings.
High C+1 5 C+6 D
F-4250-
001
Tax Apportionment Reports generated once per year,
regarding Land Division / Severance
where alterations to the Assessment
Rolls are required.
High C+1 5 C+6 D
F-4260-
001
Payment In Lieu of
Taxes
Records relating to those who make
payments to the City in lieu of taxes.
High C+1 14 C+15 D
F-4300-
001
Assessment/Tax
Rolls/Tax
Registration
Original assessment rolls and tax
collector’s rolls for the City of
Pickering.
High C+1 P P P
F-4320-
001
Assessment
Changes –
Commercial/Industria
l/Multi Residential
Records regarding complex changes
in assessment due to capping and
clawbacks.
High C+1 5 C+6 D
F-4400-
001
Assessment Review
Board – General
Records relating to the Assessment
Review Board.
(Examples of sub categories that may
be created for this classification.)
- 002 Notice of Hearings
- 003 Notice of Decisions -
Withdrawn
Medium C+1 5 C+6 D
F-4410-
001
Cancellation,
Reductions and
Refund Write Offs
Records relating to cancellation,
reduction and refund of taxes and the
process of assessment review and the
journal entry binder. Including
applications, write-offs, notice of
decision, hearings, and
reconsideration.
(Examples of sub categories that may
be created for this classification.)
- 002 Write Off Applications
- 003 WTX Journals
High C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 44
F-4500-
001
Local Improvement Records relating to Local
Improvements indexing rates,
correspondence and petitions for
work. Records include project details,
notice to taxpayers and listing of all
assessment roll numbers affected.
Low C+1 P P P
F-4600-
001
Tax Payments Records relating to tax payments.
(Examples of subcategories that may
be created for this classification.)
- 002 Payment stubs maintained in
daily batch order
- 003 Pay Journals
- 004 Balance Adjustment Journals
- 005 Post Dated Cheque listings
- 006 Post Dated Entry Listing
- 007 Mortgage Payments
High C+1 5 C+6 D
F-4610-
00
Pre-Authorized Tax
Payments
Records relating to pre-authorized tax
payments including application forms
T=Termination of pre-authorized
payment plan
High T+1 5 T+6 D
F-4620-
001
Tax Month-End
Reports
Month-end reports generated
regarding Tax Payments including
penalties, status of accounts in
arrears and the A/R & GL reports.
High C+1 5 C+6 D
F-4630-
001
Year End
Outstanding Lists
Reports generated through the Tax
system.
High C+1 5 C+6 D
F-4650-
001
Levies Records relating to levies including
calculations and development
charges.
(Examples of sub categories that may
be created for this classification.)
- 002 Vacancy Rebate Applications
- 003 Accomodation Tax
High C+1 5 C+6 D
F-4660-
001
Tax Collections Records relating to tax arrears which
include collection letters.
High C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 45
F-4670-
001
Tax Liens Records relating to liens placed on tax
accounts due to non payment of
utilities and enforcement matters.
(Examples of sub categories that may
be created for this classification.)
- 002 Snow Removal
- 003 Clean & Clear Enforcement
- 004 Hydro Arrears
- 005 Water Arrears
High C+1 5 C+6 D
F-4700-
001
Account Receivables Records relating to Accounts
Receivable in general that are not
classified elsewhere.
Low C+1 5 C+6 D
F-4710-
001
Outstanding Account
Receivables Listing
Records relating to monthly reports
generated through the Accounts
Receivables system, which identifies
the status off all outstanding accounts.
Medium C+1 5 C+6 D
F-4720-
001
Invoice Batches Records relating to invoice batches,
requisition supporting documentation,
and batch listing per each invoice
batch. Filed in binders in sequential
order.
Medium C+1 5 C+6 D
F-4730-
001
A/R Cash Receipts Records relating to daily revenue
transactions for Accounts Receivable
transactions only. Includes batch
listings which are retained in binders
by batch # and the actual receipts
which are filed by month and by date.
Excludes: Cash receipts for other
transactions.
Medium C+1 5 C+6 D
F-4740-
001
A/R Write
Offs/Adjustments
Records containing batch listings and
supporting documentation for
adjustments and accounts no longer
collectable. Includes interest write-
offs. Filed in date order.
Medium C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 46
F-4800-
001
Grants and Subsidies Records relating to the receipt or
provision of monies by means of
acquiring or issuing grants and
subsidies. This file series may include
all grant applications,
correspondence, grant revenue
information, and other related
documents and records for the
municipality.
Medium C+1 5 C+6 D
F-4900-
001
Long-Term Capital
Projects
Records relating to Capital Projects
which are defined as “long-term”
projects. Records include
correspondence, schedules and
minutes regarding contract approval,
tendering and analysis relating to
each capital project and projects for
consideration in the Government
Funding programs including claims
submitted for reimbursement.
T = Completion of project
Low T+1 5 T+6 D
F-4910-
001
Reserves, Reserve
Funds and Trusts
Records relating to reserves and
reserve funds and trust accounts
including copies of any motions
related to the account, monthly
interest distribution working papers,
regular analysis of funds, schedules
showing balance and commitments.
T=Closing of reserve fund / account.
Medium T+1 5 T+6 D
F-4920-
001
Development
Charges
Records relating to Development
Charges including detailed back-up of
monthly summaries regarding
collections and distributions.
Medium C+1 5 C+6 D
F-5000-
001
Purchasing - General Records relating to purchasing in
general that are not classified
elsewhere.
Medium C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 47
F-5010-
001
Supplier Applications Records relating to suppliers of goods
and services. May include information
about the goods and services, price
lists and promotional material.
Medium S N/A S D
F-5030-
001
Specialty Print and
Promotions
Records include background
information for special type of orders
that are not purchased on a regular
basis. Records valued for reference
and to reduce research time for similar
future purchases.
Low 2 N/A 2 D
F-5100-
001
Purchase Orders Records relating to purchase orders
for the purchase of goods and
services showing confirmation of an
order.
Medium C+1 5 C+6 D
F-5110-
001
Blanket Purchase
Orders
Records relating to blanket purchase
orders including back-up material.
Files arranged by Purchase Order #
and may include a copy of the pricing
page of the original quote.
T = Expiry of term
Medium T+1 1 T+2 D
F-5300-
001
Formal Quotations Records include documentation
regarding the quotation call, original
quotation submissions and any
correspondence relating to the
quotation call.
Medium C+1 5 C+6 D
F-5400-
001
Tenders Records include documentation
regarding the tendering call, original
tendering documents, bid submissions
and any correspondence relating to
the tendering call. Series includes
any tenders issued through a co-
operative bidding process.
Medium C+1 5 C+6 D
F-6000-
001
Audit - General Records related to auditing that
cannot be classified elsewhere. Use
only if no other heading is applicable.
Medium C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 48
F-6010-
001
Audit - Internal Records relating to monitoring the
integrity of accounting and
management controls of municipal
programs. This record series may
include audits, such as audit systems
tests, and other financial and
procedural audits.
Medium C+1 5 C+6 D
F-6020-
001
Audit - External Records relating to external auditor’s
financial audit reports.
Medium C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 49
Legal
L-1000-
001
Law - General Records relating to legal matters not
classified elsewhere.
Low C+1 5 C+6 D
L-1100-
001
Legislation &
Regulations
Records relating to acts, bills and
regulations involving all levels of
government.
Low C+1 19 C+20 D
L-1300-
001
Legal Opinions Records relating to legal opinions
provided by the Solicitor for the City.
High C+1 P P P
L-2000-
001
By-laws – General Records relating to general
correspondence regarding by-laws
that cannot be classified elsewhere.
Low C+1 5 C+6 D
L-2100-
001
By-laws - Originals Original by-laws approved and signed
by the Mayor and the Clerk (or
designate).
Low C+1 P P P
L-2110-
001
Road Dedication By-
laws
Records relating to road dedication
by-laws.
Low C+1 5 C+6 D
L-2120-
001
Part Lot Control By-
laws
Records relating to part lot control by-
laws.
Low C+1 5 C+6 D
L-2200-
001
By-law Enforcement
– General
Records relating to by-law
enforcement which cannot be
classified elsewhere.
High C+1 5 C+6 D
L-2201-
001
Fence Variances Records relating to fence variance
applications including the exemption
document, letters of support,
committee decisions, diagrams,
photographs, surveys.
High C+1 P P P
L-2210-
001
Property Standards -
General
Records relating to general
correspondence regarding property
standards complaints/issues which
cannot be classified elsewhere.
(Example of subcategories that may
be created for this classification.)
- 002 Graffiti
- 003 Eyes on the Street
High C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 50
L-2220-
001
Parking – General Records relating to general
correspondence regarding parking
complaints/issues.
(Examples of subcategories that may
be created for this classification.)
- 002 CRPD Listings
- 003 CRC Listing
- 004 MTO/ARIS Order Product
- 005 Vehicle Impounds
High C+1 9 C+10 D
L-2230-
001
Paid Parking Tickets Paid parking tickets.
T = Payment of fine.
High T+1 1 T+2 D
L-2240-
001
Cancelled/Withdrawn
/Dismissed Parking
Tickets
Parking tickets which have been
cancelled, withdrawn, dismissed,
acquitted or where the conviction has
been struck.
High 1 N/A 1 D
L-2250-
001
Officer Notebooks Inspection and activity notebooks.
T=Complaint file closed
High T+1 5 T+6 D
L-2300-
001
Business Licences –
General
Records relating to business licensing.
(Examples of subcategories that may
be created for this classification.)
- 002 Body Rub Parlours/Attendants
- 003 Home Based Businesses
- 004 Carnival/Parades/Fairs
Medium C+1 5 C+6 D
L-2310-
001
Animal Licences Records relating to the licensing of
dogs and cats.
(Examples of subcategories that may
be created for this classification.)
- 002 Dogs
- 003 Cats
High 2 N/A 2 D
L-2320-
001
Lottery – General Records relating to lotteries not
classified elsewhere.
Low C+1 5 C+6 D
L-2321-
001
Charity History File Records relating to the eligibility
requirements for
organizations/charities applying for
lottery licenses.
Medium T+1 5 T+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 51
T=Organization no longer conducts
lottery events
L-2322-
001
Bingo Licences Records related to Bingo licences
issued to approved
organizations/charities, including
application, bingo licence, financial
reports and supporting
documentation.
Medium C+1 5 C+6 D
L-2323-
001
Raffle Licences Records related to Raffle licences
issued to approved
organizations/charities, including
application, raffle licence, financial
reports and supporting
documentation.
Medium C+1 5 C+6 D
L-2324-
001
Break Open ticket
Licences
Records related to Break Open Ticket
licences issued to approved
organizations/charities, including
application, break open ticket licence,
financial reports and supporting
documentation.
Medium C+1 5 C+6 D
L-2325-
001
Bazaar Licences Records related to Bazaar licences
issued to approved
organizations/charities, including
application, bazaar licence, financial
reports and supporting
documentation.
Medium C+1 5 C+6 D
L-2330-
001
Taxicabs – General Records relating to the taxicab
industry which cannot be classified
elsewhere.
Medium C+1 5 C+6 D
L-2331-
001
Taxicab Drivers Records relating to the licensing of
taxicab drivers, including application
forms, criminal information reports,
photograph of applicant and letters
pertaining to eligibility.
High C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 52
L-2332-
001
Taxicab Plate
Owners
Records include applications,
certificates of insurance, ownership,
safety standards certificate and copies
of complaints.
High S N/A S D
L-2333-
001
Taxicab Brokers Records relating to the licensing of
taxicab brokers, including
applications, business
name/registration pertaining to
eligibility.
T=Application approved/denied
High T+1 5 T+6 D
L-2334-
001
Taxicab Plate
Eligibility List
Records include names of persons
who have applied for taxicab plate
owners’ licenses.
High C+1 P P P
L-2340-
001
Sign Licences Records include sign permit
applications, copy of permit and any
supporting documentation and
correspondence.
High C+1 5 C+6 D
L-2341-
001
Sign Permits –
Portable
Records include portable sign permit
applications, copy of permit and any
supporting documentation and
correspondence.
High C+1 N/A C+1 D
L-2360-
001
Tree Preservation Records relating to the Region of
Durham’s Tree Preservation By-law
and the City of Pickering’s Tree
Protection By-law, including
applications to fell trees, copies of
permits and any supporting
documentation/correspondence.
Medium C+1 5 C+6 D
L-2400-
001
Animal Enforcement
– General
Records relating to the enforcement of
Animal By-laws
(Examples of subcategories that may
be created for this classification.)
- 002 Tickets/Charges
- 003 Orders
High C+1 P P P
L-3000-
001
Courts – General Records relating to courts that cannot
be classified elsewhere.
High C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 53
L-3010-
001
Prosecutions Records relating to prosecution
resulting from violation of by-laws.
T=Final court decision
High T+1 6 T+7 D
L-3020-
001
Litigation Records relating to litigation claims
made against the municipality or the
municipality against another party.
This record series may include
settlements, hearing transcripts and
court decisions.
T=Final court decision
High T+1 5 T+6 D
L-3030-
001
Small Claims Records relating to small claims court
actions.
T=Final court decision
High T+1 5 T+6 D
L-3200-
001
Appeals and
Hearings – Ontario
Land Tribunal
Records relating to appeals, hearings
and decisions from legal proceedings,
documentation and transcripts. This
record series may include appeals
regarding zoning, official plans,
Committee of Adjustment and
regulatory bodies and boards orders.
High C+1 P P P
L-4100-
001
Legal Documents Records relating to legal documents
entered into by the City and another
Party or Parties, executed and signed
by the City Clerk and Mayor (or their
designates) or by a Department Head.
(Examples of sub categories that may
be created for this classification.)
- 002 Agreements
- 003 Contracts
- 004 Easements
- 005 Lease Agreements
Low C+1 P P P
L-4110-
001
Noise Agreement Records relating to legal documents
entered into by the City and another
Party or Parties, executed and signed
by the City Clerk and Mayor (or their
designates).
Low C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 54
L-4120-
001
Release of
Agreements
Records relating to release of legal
documents entered into by the City
and another Party or Parties,
executed and signed by the City Clerk
and Mayor (or their designates).
Low C+1 P P P
L-4600-
001
City Property –
General
Records relating to city property that
cannot be classified elsewhere.
Low C+1 5 C+6 D
L-4610-
001
Land Acquisitions
and Sales
Records relating to the transactions of
land through buying, selling and
leasing.
The record series may include
agreements of purchase and sale,
appraisals, leases, deeds, certificates
of registration and notices of
applications for approval to
expropriate land.
(Examples of sub categories that may
be created for this classification.)
- 002 Purchase
- 003 Sales/ Transfer
- 004 Expropriation
- 005 Land Exchanges
- 006 Leases
T=Land transaction completed
High T+1 20 T+21 D
L-4620-
001
Easements Records relating to legal documents
entered into by the City and another
Party or Parties, executed and signed
by the City Clerk and Mayor (or their
designates).
Low C+1 P P P
L-4630-
001
Leases/Licenses Records relating to legal documents
(leases entered into by the City and
another Party or Parties, executed
and signed by the City Clerk and
Mayor (or designates).
Low C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 55
L-4640-
001
Right of Re-Entry Records relating to legal documents
entered into by the City and another
Party or Parties, executed and signed
by the City Clerk and Mayor (or their
designates).
Low C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 56
Operations
O-1000-
001
Engineering Services
– General
Records relating to Engineering
Services which cannot be classified
elsewhere.
Low C+1 5 C+6 D
O-1100-
001
Equipment
Management
Records relating to works equipment.
This records series may include
purchase,
maintenance, registration, warranties
and disposal/replacement records.
Low C+1 5 C+6 D
O-1130-
001
Fleet Management Records relating to vehicles that the
municipality leases, owns and
operates. Record series may include
maintenance records, registrations,
vehicle histories, warranties, and
disposal of vehicle records.
T=Vehicle no longer in use
Low T+1 1 T+2 D
O-1200-
001
Works Yard/Depots –
General
Records relating to general
correspondence regarding the works
yard and depots.
Low C+1 5 C+6 D
O-1300-
001
Works Projects Records relating to pre-contract
records and background information
on capital projects leading up to a
contract.
T=Termination/completion of contract
Medium T+1 1 T+2 D
O-2000-
001
Roads – General Records relating to roads and
highways within the City that cannot
be classified elsewhere.
Low C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 57
O-2010-
001
Roads Maintenance Records relating to the inspection,
maintenance, repairs and cleaning of
roads.
(Example of subcategories that may
be created for this classification.)
- 002 Roadside Maintenance (mowing
and removal of debris)
- 003 Surface Maintenance
(sweeping, flushing, repairs,
resurfacing, sealing and replacement)
Low C+1 5 C+6 D
O-2020-
001
Roads Construction Records relating to road construction.
Use only if no other heading is
applicable.
Low C+1 9 C+10 D
O-2030-
001
Bridges and Culverts Records relating to installation,
condition, maintenance and repair of
bridges and culverts.
* Inventories retained until structure is
replaced.
Medium C+1 19 C+20 D
O-2040-
001
Winter Control Records relating to ploughing, salting
and sanding of roads and sidewalks
according to Council approved
standards and the Snow Clearing
Program as well as records of snow
removal and disposal.
(Example of subcategories that may
be created for this classification.)
- 002 Snow Clearing Program
Low C+1 5 C+6 D
O-2200-
001
Safety Devices Records relating to traffic safety
devices which cannot be classified
elsewhere.
Low C+1 5 C+6 D
O-2210-
001
Warning Signs Records relating to warning signs. Low C+1 9 C+10 D
O-2220-
001
Railway Crossing Records relating to railway crossings. Low C+1 P P P
O-2230-
001
Guide Rails Records relating to guide rails. Low C+1 9 C+10 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 58
O-2240-
001
Crosswalk/Crossover Records relating to crosswalks and
crossovers.
Low C+1 9 C+10 D
O-2300-
001
Roads – Capital
Works
Records relating to cost comparisons
of road works.
Medium C+1 14 C+15 D
O-2320-
001
Roads – Surveys Records relating to all types of road
surveys such as legal road surveys,
property
surveys, control surveys, field notes
and survey field books.
T=Completion of survey
Medium T+1 24 T+25 D
O-2330-
001
Roads – Reports Records relating to statistical reports
relative to roads that cannot be
classified elsewhere.
Low C+1 5 C+6 D
O-2340-
001
Roads – Accident
Statistics
Records associated with statistics
reporting of accidents concerning
emergency services and traffic.
Low C+1 P P P
O-2400-
001
Traffic Records relating to the flow of traffic
on roads.
(Examples of subcategories that may
be created for this classification.)
- 002 Traffic Signals
- 003 Road Watch
- 004 Intersection drawings
- 005 Traffic reports
- 006 Speed limits and bumps
- 007 Accident statistics
- 008 Load restrictions
Low C+1 5 C+6 D
O-2410-
001
Curb Cut Permits Records relating to curb cut permits
including applications and
correspondence.
Medium 2 N/A 2 D
O-2420-
001
Road Occupancy
Permits
Records relating to issuing road
occupancy permits and also includes
moving permits.
Medium 2 N/A 2 D
O-2430-
001
Newspaper Vending
Box Permits
Records relating to newspaper
vending box permits.
Medium 2 N/A 2 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 59
O-2500-
001
Engineering –
General
Records relating to engineering that
are not classified elsewhere.
Low C+1 5 C+6 D
O-2510-
001
Design Standards Records include models on which
designs are based.
(Examples of subcategories that may
be created for this classification.)
- 002 Design Criteria
Low S N/A S D
O-2530-
001
Road
Inventories/Studies
Records relating to road inventories
and studies that are not classified
elsewhere.
T=Completion of road study
Low T+1 5 T+6 D
O-2540-
001
Road Needs Study Records relating to road needs study
categorizing road reconstruction
priorities.
(e.g. "now", "10 years", etc.)
Low S+1 6 S+7 D
O-2550-
001
Road Cost Study Records relating to the analysis of
road reconstruction versus overlay.
Low C+1 5 C+6 D
O-2560-
001
Status of Roads Records relating to the status of roads
assumed or unassumed by the City.
Low C+1 5 C+6 D
O-3000-
001
Works – General Records relating to works that cannot
be classified elsewhere.
Low C+1 5 C+6 D
O-3100-
001
Sidewalks Records relating to sidewalk repair,
restoration, and sidewalk ramps.
Low C+1 5 C+6 D
O-4000-
001
Subdivision Servicing
– General
Records relating to services and
provision of services in subdivisions.
Low C+1 9 C+10 D
O-5100-
001
Signs Records relating to the manufacture
and installation of all signs including
stop signs, parks signs, arrow signs,
road markings, street name signs and
service club signs.
Low C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 60
O-5200-
001
Utilities – General Records relating to general
correspondence for utilities that
cannot be classified elsewhere.
(Examples of subcategories that may
be created for this classification.)
- 002 Hydro
Low C+1 5 C+6 D
O-5260-
001
Ontario Power
Generation
Records relating to Ontario Power
Generation.
Low C+1 5 C+6 D
O-5300-
001
School Crossing
Assistance Program
Records relating to the school
crossing program whether it involves
Adult Crossing Guards employed by
the City or school patrol done by the
students.
Low C+1 5 C+6 D
O-6000-
001
Water Control Records relating to installations,
plans, inspections, breakage and
repair reports,
control usage reports, meter
installation and reports, special tests
and complaints. This record series
may include construction and water
main failure work reports.
T=Completion of report
Medium T+1 14 T+15 D
O-6600-
001
Drainage Records relating to the policy and
procedures, design, construction,
maintenance and management of
drains and drainage systems. This
record series may include
assessments, claims, specifications
engineering drawings and reports,
permit applications, by-laws, grants,
and erosion reports.
Medium C+1 5 C+6 D
O-6700-
001
Lot Grading Records relating to lot grading. Low C+1 19 C+20 D
O-6800-
001
Storm Sewers Records relating to the design,
construction and management of
storm sewers.
Low C+1 P P P
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 61
O-7000-
001
Waste Management Records relating to waste
management planning, waste
disposal, waste processing,
environmental audits, and guidelines
for recycling and composting sites and
protocol for the development of sites.
Low C+1 P P P
O-7010-
001
Waste Disposal Sites Records relating to current and
inactive/perpetual care sites, including
inventory and mapping of former
waste and industrial sites, reports,
correspondence, drawings, plan, and
lab results.
Low C+1 P P P
O-8000-
001
Building and Property
Management –
General
Records relating to City owned
property which cannot be classified
elsewhere.
Low C+1 5 C+6 D
O-8100-
001
Parks & Open Space
– General
Records relating to Parks and Open
Spaces which cannot be classified
elsewhere.
(Example of subcategories that may
be created for this classification.)
- 002 Commemorative Tree and
Bench Program
Low C+1 5 C+6 D
O-8110-
001
Walkways & Trails Records relating to the management,
maintenance and repairs, including
correspondence and inventories of
walkways and trails.
Low C+1 5 C+6 D
O-8120-
001
Playground
Equipment
Records relating to equipment repairs,
replacement, upgrades and
vandalism.
Low C+1 5 C+6 D
O-8130-
001
Arboriculture Records relating to tree removal,
stump locations, planting, trimming,
pruning, preservation, work orders
and calls and records relating to
horticulture, floral beautification and
the downtown floral program.
Low C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 62
O-8140-
001
Grounds
Maintenance
Records relating to grass cutting, turf
maintenance, ball diamond screening,
and litter pick-up.
Low C+1 5 C+6 D
O-8200-
001
Building & Facilities
Operation
Records relating to operations of the
City’s buildings and facilities including
correspondence relative to fees and
agreements.
Low C+1 5 C+6 D
O-8230-
001
Work Orders Records relating to requisitions for
maintenance work activities.
Medium 2 N/A 2 D
O-8240-
001
Systems
Maintenance
Records relating to correspondence
dealing with maintenance systems at
City facilities including ice
temperatures and pool tests.
Low 2 N/A 2 D
O-8250-
001
Security Records relating to the security of
offices, facilities, and properties such
as facility floor plans. Also includes
records relating to security passes
and control of keys. Does not include
Video Surveillance Footage.
High S N/A S D
O-8255-
001
Security Incident
Reports
Records relating to security incident
reports at facilities, including security
requests and logs resulting from a
security incident.
High C+1 5 C+6 D
O-8260-
001
Security Video
Surveillance
Security Video Surveillance footage
which has been accessed in
accordance with the City's Video
Surveillance Procedure.
T = Completion of the investigation
High T N/A T D
O-8320-
001
Architectures/
Structures
Records relating to envelope, roofing,
waterproofing, sealing, designated /
hazardous materials including
correspondence and reports. A
separate file is maintained for each
facility.
Low S N/A S D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 63
O-8330-
001
Mechanical/Electrical Records relating to plumbing,
electrical, HVAC, elevators, life safety
systems, and energy conservation
including correspondence and reports.
A separate file is maintained for each
facility.
Low S N/A S D
O-8340-
001
Projects Records relating to projects relative to
a specific location within the facility
including correspondence, quotes and
reports.
T=Termination/completion of project
Low T+1 5 T+6 D
O-8350-
001
City Infrastructure
Capital Projects
Records relating to City Infrastructure
capital projects, including project
administration, project management,
planning studies, design, drawings,
tender procurement, construction,
community engagement, and asset
handover.
A separate file is maintained for each
project.
T=Completion of Capital Project
Medium T+1 74 T+75 D
O-9000-
001
Environment &
Pollution – General
Includes records relating to the
environment and pollution that cannot
be classified elsewhere. Records may
include copies of reports and
correspondence.
Low C+1 9 C+10 D
O-9100-
001
Energy Management Includes records relating to energy
management that cannot be classified
elsewhere. Records may include
copies of reports and correspondence.
Low C+1 9 C+10 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 64
Services
S-1000-
001
Community Services
– General
Includes records relating to recreation
and cultural services, programs and
facilities available to the public which
are not covered elsewhere in this
section.
Low C+1 5 C+6 D
S-2000-
001
Services and
Programs
Records include information relating to
the administration, scheduling and
offering of programs, memberships
and program registration.
High 2 N/A 2 D
S-2100-
001
Facility Permits Rental booking permits for all City
owned buildings and facilities
including boardrooms, halls, fields,
ball diamonds and arenas.
Medium 2 N/A 2 D
S-3010-
001
Animal Services Records relating to animal control in
the City of Pickering including
inquiries and complaints.
(Examples of subcategories that may
be created for this classification.)
- 002 Livestock Valuer
- 003 Alternative Placement for Cats
- 004 Animal Service Volunteers
- 005 Microchip Records
Medium C+1 5 C+6 D
S-3011-
001
Pound Book Records from the Animal Services
Shelter.
Medium 2 N/A 2 D
S-3012-
001
Animal Adoptions Records relating to the adoption of
animals from the Animal Services
Shelter.
(Examples of subcategories that may
be created for this classification.)
- 002 Adoption Returns
Medium C+1 5 C+6 D
S-3020-
001
Senior Citizen
Services
Records relating to programs and
activities organized through the Senior
Citizens facilities owned by the City of
Pickering.
Medium C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 65
S-3040-
001
Waterfront Records relating to the waterfront of
the City of Pickering.
Low C+1 5 C+6 D
S-3050-
001
Libraries Records relating to the administration,
and the use and operation of public
libraries maintained by the City of
Pickering.
Low C+1 5 C+6 D
S-3060-
001
Museums and Art
Galleries
Records relating to the administration,
use and operation of museums
maintained by the City of Pickering.
Low C+1 5 C+6 D
S-4000-
001
Events &
Organizations –
General
Includes records of organizations and
events which cannot be classified
elsewhere.
Low C+1 5 C+6 D
S-4100-
001
Organizations Includes Community and Ratepayers
Associations, Kinsmen Clubs, Rotary
Club, Scouts and Cubs, Y.W.C.A
Medium C+1 5 C+6 D
S-4210-
001
Proclamations Records relating to requests for
proclamations.
Low 2 N/A 2 D
S-4220-
001
Awards Records relating to awards and
includes correspondence and Council
directives.
Low 2 N/A 2 D
S-4230-
001
Flag Raising Records relating to requests for flag
raisings.
Low 2 N/A 2 D
S-4240-
001
Filming Records relating to filming on City
owned property and private property
within the City of Pickering
Low C+1 5 C+6 D
S-5000-
001
Fire, Safety,
Protection, and
Emergency Planning
– General
Includes records regarding fire, safety
and protection which cannot be
classified elsewhere.
Medium C+1 5 C+6 D
S-5010-
001
Fire Services
Dispatch Reports
Records relating to all calls made. High C+1 5 C+6 D
S-5020-
001
Fire Services - Daily
Station Reports
Records relating to the daily log for
each station’s activities.
High C+1 5 C+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 66
S-5040-
001
Fire Fighting
Component
Records relating to equipment.
Including records relating to the
purchasing procedures, justification,
specifications, issue, testing,
maintenance and repairs.
(Examples of subcategories that may
be created for this classification.)
- 002 Vehicle tools
- 003 Equipment inventory
- 004 Personal protective clothing
- 005 Breathing apparatus/breathing
tanks
- 006 Rescue equipment and vehicles
Low C+1 5 C+6 D
S-5100-
001
Fire Code
Regulations
Records relating to Fire Code
Regulations.
Low S N/A S D
S-5110-
001
Fire Plans Schematic diagrams of fire emergency
services for major commercial
buildings, schools, churches,
community centres and City owned
facilities.
Low S N/A S D
S-5200-
001
Fire Code
Inspections
Includes inspections of businesses,
building, institutions and homes to
ensure fire safety practices are being
met.
T=Inspection file closed
Medium T+1 5 T+6 D
S-5210-
001
Institution
Inspections
Includes inspections of institutions to
ensure fire safety practices are being
met.
T=Inspection file closed
Medium T+1 5 T+6 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 67
S-5300-
001
Fire Investigations Includes records relating to the
investigation of individual fire
incidents. File may include
photographs of fire scene, witness
statements, Ontario Fire Marshall
Report from investigator, copy of fire
departments response report,
investigation records, notes and
drawings.
T=Investigation report completed
High T+1 5 T+6 D
S-5400-
001
Fire Safety &
Prevention Programs
(Public Awareness)
Includes records relating to the
development and delivery of fire
safety and prevention programs. Also
includes records relating to community
education and fire safety awareness
programs administered or sponsored
by the fire department.
Low C+1 5 C+6 D
S-5500-
001
Hazardous Materials Reports associated with hazardous
material incidents such as chemicals
and substances that pose a health
and safety hazard.
T=Incident report completed
Medium T+1 5 T+6 D
S-5600-
001
Emergency Planning
& Services
Records relating to emergency
measures planning and services
provided by the municipality. This
record series may include evacuee
centres in the event of a disaster,
provisions of service and emergency
resources and contingency plans,
including Pickering Nuclear
Emergency plan used in the event of a
nuclear disaster.
Medium S N/A S D
S-5610-
001
Emergency
Management – Other
Agencies/Teams
Records relating to external agencies
that have an impact on the City’s
Community Emergency Program.
Medium S N/A S D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 68
Includes Regional, Provincial, and
Federal.
S-5620-
001
Community
Emergency Events
Records relating to any Community
Emergency Event that requires the
implementation of any part of our
community Emergency Management
Program.
Medium C+1 P P P
S-5630-
001
Fire Hose & Hydrant
Maintenance
Records relating to the maintenance
and routine inspection of fire hose,
flushing of fire hydrants and sprinkler
reports. This record series may
include permits, reports and use
statistics.
T=Hose/Hydrant no longer in use
Medium T+1 1 T+2 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 69
Transportation
T-1000-
001
Transportation –
General
Records relating to transportation
operations, which cannot be classified
elsewhere.
Low C+1 5 C+6 D
T-1100-
001
Transportation
Studies
Records relating to transportation
studies.
T=Transportation study completed
Medium T+1 6 T+7 D
T-2000-
001
Transportation
Design & Planning
In-house and external studies relating
to the Planning of the City’s
transportation network. Includes
working papers, technical reports and
plans.
T=Completion of study
Medium T+1 9 T+10 D
T-2100-
001
Local Roads Records relating to the planning and
design of local roads in the City.
Low C+1 14 C+15 D
T-2200-
001
Regional Roads Records relating to the planning and
design of Regional roads in the City.
Low C+1 14 C+15 D
T-2300-
001
Provincial Roads In-house and external studies relating
to the planning (e.g. expansion,
widening) of Provincial roads including
Highway 401 within the City. Includes
working papers, technical reports and
plans.
Medium C+1 14 C+15 D
T-2400-
001
Highway 407 In-house and external studies relating
to the planning (i.e. expansion,
extension of
Highway 407 within the City). Includes
working papers, technical reports and
plans.
Medium C+1 9 C+10 D
C = Current Year D = Destroy P = Permanent S = Superseded T = Termination of Event 70
T-2500-
001
Transit General In-house and external studies relating
to transit within the City. This record
series includes working papers,
technical reports and plans.
(Examples of subcategories that may
be created for this classification.)
- 002 GO Transit
- 003 Durham Regional Transit
- 004 Greater Toronto Transit
Commission
Medium C+1 9 C+10 D
T-2700-
001
Airports Records relating to the planning and
development of an airport and air
transportation within the City.
Low C+1 9 C+10 D
T-2800-
001
Railways - General Includes all records relating to the
railway system in general.
(Examples of subcategories that may
be created for this classification.)
- 002 Canadian National Railway
- 003 St. Lawrence and Hudson
Low C+1 5 C+6 D
Policy
Policy Title: Records Management Policy Number
ADM 060
Reference
Records Retention By-law
Resolution #48/09
Date Originated (m/d/y)
November 2008
Date Revised (m/d/y)
June 8, 2009
January 26, 2026
Pages
11
Approval: Chief Administrative Officer Point of Contact
City Clerk
Policy Objective
The Corporation of the City of Pickering (“the City”) is committed to establishing and maintaining
a comprehensive Records management framework that ensures the right information is available
to the right person at the right time. This framework supports transparency, accountability, and
efficient administration across all City departments.
The City will achieve this through compliance with the Records Management Policy and the
Records Retention By-law, which together promote secure, accessible, and organized
management of Records. These measures aim to reduce duplication, improve service delivery,
and ensure consistent access to Records for Council, staff, and community stakeholders.
All Records shall be retained and disposed of in accordance with the City’s Records Retention
Schedule, applicable legislation, and best practices. Adherence to this Policy is mandatory for all
departments and employees.
Index
01 Definitions
02 Responsibilities
03 Creation/Collection
04 Classification
05 Retention
06 Disposition
07 Constituency Records
Attachment 2 to Report CLK 01-26
Policy Title: Records Management Page 2 of 11
Policy Number: ADM 060
01 Definitions
01.01 Archives - means the designated repository for inactive or permanent Records
that have met their retention requirements and are preserved for historical,
legal, or administrative purposes.
01.02 City - means The Corporation of the City of Pickering.
01.03 City Clerk - means the Clerk of The Corporation of the City of Pickering (or their
designate).
01.04 Classification - means the Records category where Records are organized
based on their content, purpose, and business activities to facilitate efficient
management, retrieval, and Disposition.
01.05 Electronic Document Records Management System (EDRMS) - means a
content management system that refers to the combined technologies of
document management and Records management as an integrated system.
01.06 Destruction Certificate - means a list of Records by department with expired
Retention Periods which are to be prepared for destruction. Destruction
Certificates must be signed off and approved by the responsible Department
Director prior to the Record’s Disposition.
01.07 Disposition - means the documented process that changes the status of a
Record including: retention, destruction, loss or transfer of custody or
ownership.
01.08 Legal Hold - means a directive to preserve and suspend the normal Disposition
of certain Records due to pending or reasonably anticipated litigation, audit,
investigation, a Municipal Freedom of Information (FOI) request or an appeal to
the Information and Privacy Commissioner (IPC). A Legal Hold ensures that any
Records related to the matter are not destroyed or altered until the hold is lifted.
01.09 Life Cycle - means the life span or time period from the creation or receipt of a
Record through its useful life to its final Disposition. The Life Cycle stages of a
Record include: 1) creation or collection; 2) maintenance and use; 3) storage
and retrieval; and, 4) retention and Disposition.
01.10 Record - means any information, however recorded, whether in printed form, on
film, by electronic means or otherwise as defined in the Municipal Freedom of
Information and Protection of Privacy Act (MFIPPA) and documents the City’s
business functions, activities, transactions, rights, obligations or responsibilities
or records information that was created, received, distributed or maintained by
the City, and is in compliance with legal obligations.
Policy Title: Records Management Page 3 of 11
Policy Number: ADM 060
01.11 Records Retention Schedule - means a document that describes the City’s
Records by series and indicates the length of time that Records classified within
each series shall be retained before their final Disposition.
01.12 Transitory Record - means a Record having only temporary value which is not
required to meet statutory obligations, policy, establish guidelines or
procedures, certify a transaction, become a receipt or provide evidence of legal,
financial, operational or other decisions pertaining to the City.
01.13 Save and Except Listing - means a list of Records with postponed Disposition.
The reason for postponing the destruction of a Record must be provided in
writing to the City Clerk by the Department Director responsible for the Record.
Postponement of Record Disposition is at the discretion of the City Clerk.
01.14 Vital Records - means Records that are essential to resume or continue critical
City operations, to recreate the City’s legal and financial position, and/or to
preserve the rights of the City, its employees, and stakeholders. Examples may
include Council minutes, by-laws, and legal agreements that are essential for
continuity of operations during a disaster or emergency.
02 Responsibilities
02.01 Members of Council:
a) approve and support this Policy; and,
b) approve amendments to this Policy as needed and as recommended by
staff.
02.02 Chief Administrative Officer:
a) support this Policy; and,
b) approve amendments to this Policy for Council’s consideration.
02.03 Directors:
a) actively support and enforce this Policy within their department, to ensure
corporate-wide adherence to this Policy;
b) appoint a departmental RMR and ensure the RMR performs the roles and
functions identified in this Policy;
c) advise the City Clerk of any pending or known issues and/or litigation that
may result in the need to place a Legal Hold on a Record;
d) approve the destruction of Records within their department in accordance
with the City’s Records Retention Schedule; and,
Policy Title: Records Management Page 4 of 11
Policy Number: ADM 060
e) promote a culture of good recordkeeping and ensure that Records
management requirements are integrated into departmental processes.
02.04 City Clerk:
a) provide leadership for the implementation of the Records Management
Policy, and training as an integral part of the City’s usual and ordinary
course of business;
b) approve the creation and updates of all related procedures to this Policy;
c) approve changes to the Records Retention Schedule; and,
d) maintain a thorough knowledge of this Policy and all relevant legislation
governing Records.
02.05 Deputy Clerk:
a) maintain a thorough knowledge of this Policy and all relevant legislation
governing Records;
b) provide advice to the City Clerk on policies, procedures, guidelines,
standards, and best practices for Records management;
c) support training and guidance to staff within their area of responsibility to
ensure compliance with this Policy;
d) maintain the integrity of the City’s Records management program;
e) establish standards and procedures for ensuring appropriate public
access to Records through active dissemination and routine disclosure;
f) oversee the storage, preservation, and Disposition of Records and
maintain an inventory of Records in Archives;
g) in cooperation with the Information Technology (IT) Division, establish
standards for the application of the City’s EDRMS;
h) administer the City’s EDRMS, including managing the file structure
development and metadata templates. In coordination with IT, manage
user accounts, user access permissions, and security for Records stored
in the EDRMS;
i) maintain Records management documentation and resources on the
City’s intranet to ensure staff have access to current information; and,
j) in coordination with IT, ensure that all Vital Records are protected in an
appropriate manner to ensure access and use in the event of disaster.
Policy Title: Records Management Page 5 of 11
Policy Number: ADM 060
02.06 Records, Privacy & Elections Coordinator:
a) create, maintain, and recommend updates to this Policy and the Records
Retention Schedule and By-law;
b) serve as the City’s subject matter expert on Records management
matters;
c) ensure that Record transfers to Archives and Record Dispositions are
carried out in accordance with the City’s Records Retention Schedule and
By-law;
d) provide ongoing training, guidance, and support to all City staff to ensure
compliance with this Policy;
e) establish regular communication with all departments regarding Records
management matters and serve as a resource for resolving issues related
to the management of Records;
f) assist and coordinate with designated RMRs in implementing the Records
management program within each department; and,
g) maintain Records stored in the City’s Archives and facilitate the
Disposition of Records.
02.07 Records Management Representative (RMR):
a) serve as the primary link between their department and Legislative
Services Division in relation to Records management matters;
b) attend training and meetings, as required, to represent their department’s
interests in corporate Records initiatives;
c) liaise with the Records, Privacy & Elections Coordinator regarding any
changes in their department’s functions or organization as it relates to
Record keeping needs;
d) promote and communicate the requirements of this Policy and the
Records Retention Schedule and By-law within their Department;
e) coordinate the annual or periodic transfer of inactive Records from the
department to the Archives. This involves preparing and verifying Records
transfer lists, obtaining the required approvals, and ensuring Records are
boxed and labeled according to related standard operating procedures;
and,
f) in cooperation with the Records, Privacy & Elections Coordinator, facilitate
the review and destruction of Records that have met their retention
requirements. This includes verifying the accuracy of Destruction
Policy Title: Records Management Page 6 of 11
Policy Number: ADM 060
certificates, obtaining approvals from their Directors to ensure that secure
destruction is carried out for authorized Records.
02.08 Information Technology (IT) Division:
a) maintain familiarity with this Policy as it pertains to electronic information
systems to ensure they have capabilities to create, extract, and protect
Records;
b) ensure that the management of electronic Records (including email, digital
databases, etc.) is conducted in a consistent and secure manner in line
with the principles of this Policy and the Records Retention Schedule and
By-law;
c) coordinate with the Deputy Clerk to ensure electronic Records, stored in
the City’s EDRMS, are retained and disposed of in accordance with the
Records Retention Schedule and By-law. This includes the secure
deletion of electronic Records, held in the City’s EDRMS, when
authorized.
d) ensure that the City’s EDRMS is functional, up-to-date, and meets the
requirements of this Policy and the Records Retention Schedule and By-
law;
e) manage the security of electronic Records systems by administering user
access controls, permissions, and other security features in coordination
with the City Clerk’s office;
f) protect the City against unauthorized access, breaches, or data loss
pertaining to electronic Records; and,
g) consult with the City Clerk/Deputy Clerk prior to the acquisition of new
electronic systems or decommissioning of electronic systems to ensure
that Records are preserved based on this Policy and the Records
Retention Schedule and By-law.
02.09 All City Staff:
a) recognize that Records are a corporate asset;
b) adhere to the requirements of this Policy;
c) create and maintain Records in good order and in accordance with this
Policy, to ensure the integrity, reliability, and completeness of those
Records;
d) file or store Records in physical filing systems or designated electronic
systems;
Policy Title: Records Management Page 7 of 11
Policy Number: ADM 060
e) liaise with their department’s RMR or the City Clerk’s Office regularly,
especially when uncertain about Classification, retention, or proper
handling of a Record;
f) suggest new Classifications or potential changes to retention
requirements if existing schedules do not include a specific Record series;
g) routinely dispose of Records that are considered Transitory or duplicate in
nature once they are no longer required;
h) protect Records in their custody from damage or loss, and ensure that
sensitive or confidential information is secure from unauthorized access;
and,
i) report to their supervisor and RMR any incident of lost, misfiled, or
accidentally destroyed Records, or any barriers to following this Policy, so
that corrective action can be taken as soon as possible.
03 Creation/Collection
03.01 City staff shall create and store Records that accurately document decisions,
actions, and transactions related to City business. All Records created or
received in the course of City operations are corporate assets.
03.02 Official City business must be conducted using City-provided email addresses
and systems to ensure Records are stored in approved repositories. Personal
accounts, devices, or applications shall not be used for the creation or storage
of City Records.
03.03 Records must include sufficient detail and context to support accountability and
future reference. Electronic Records shall be created in approved formats that
ensure long-term accessibility.
03.04 Each Record shall be classified and labeled in accordance with the City’s
Records Retention By-law.
03.05 The creation of duplicate and Transitory Records shall be minimized and shall
be disposed of promptly once their purpose has been served.
03.06 Routine digitization of paper Records to electronic Records is an accepted
business practice whereby the electronic Record becomes the Record and
removes the need to retain the physical copy. The digitization of the Record
shall ensure the authenticity, integrity, reliability, and ultimate legal defensibility
of the electronic Record.
Policy Title: Records Management Page 8 of 11
Policy Number: ADM 060
04 Classification
04.01 Classification categories and the Records Retention Schedule are established
through by-law. The Records Retention Schedule is based on an approved
corporate file classification scheme and defines the management of all Records,
regardless of their format, from the beginning to the end of the Record Life
Cycle.
04.02 Classification categories will be added or amended based on legal, operational,
and historical needs. The City Clerk is delegated authority by Council to update
the Records Retention Schedule on an as-needed basis to ensure accuracy and
relevancy.
04.03 All Records shall be classified and indexed using the City’s Records Retention
Schedule to ensure consistency and ease of retrieval. All electronic Record
directories and/or EDRMS folders shall mirror the Classification categories set
out in the City’s Records Retention Schedule.
05 Retention
05.01 All Records shall be retained in accordance with the City’s Records Retention
Schedule, which specifies retention periods based on legal, operational, and
historical requirements.
05.02 Records must not be destroyed until their retention period has expired and
proper authorization for Disposition is obtained.
05.03 Active Records are those required for current business. Inactive Records are
those that are no longer needed on a daily basis but must be retained until the
end of their retention period. Departments shall transfer inactive Records to the
City’s Archives in accordance with related standard operating procedures and in
coordination with the Coordinator, Records, Privacy & Elections.
05.04 Records must be stored securely to preserve integrity and accessibility
throughout their Life Cycle. Sensitive or confidential Records require restricted
access and compliance with MFIPPA.
05.05 Transitory Records are exempt from formal retention requirements and should
be disposed of promptly once their immediate purpose has been served.
05.06 Legal Holds override the City’s Records Retention Schedule and By-law.
Records subject to litigation, audit, investigation, FOI requests, or appeals to the
IPC must not be destroyed until the Legal Hold is lifted.
Policy Title: Records Management Page 9 of 11
Policy Number: ADM 060
06 Disposition
06.01 Disposition is the final stage of the Record’s Life Cycle, when Records are either
securely destroyed or permanently preserved depending on retention
requirements.
06.02 Records shall only be destroyed in accordance with the City’s Records
Retention Schedule and with proper authorization. A Destruction Certificate
must be completed, reviewed, and signed by the Department Director or
designate before destruction.
06.03 Destruction of Records must be secure and irreversible to ensure compliance
with the City’s Records Retention Schedule and By-law.
06.04 Records designated as permanent or archival shall be transferred to the City
Archives in accordance with related standard operating procedures.
06.05 Where a Record is retained for a further period after the destruction date, the
department responsible shall notify the City Clerk in writing before the
destruction date. This process shall be conducted by a Save and Except List
and include the proposed new destruction date for the Records and the
rationale for further retention. The Save and Except List shall be signed off by
the Director of the department responsible. Any decision to retain a Record for a
further period is at the discretion of the City Clerk.
07 Constituency Records
07.01 Information that relates to the personal or political activities of an elected official,
and that are not related to the discharge of official Council duties, are
considered personal and are not subject to this Policy, the Records Retention
Schedule, or MFIPPA.
07.02 Records that do pertain to a Councillor’s role in the course of conducting City
business, and/or are in the City’s custody or control, are considered City
Records and are subject to the provisions of this Policy and MFIPPA.
07.03 In order to determine whether information is classified as a constituency record,
consultation shall occur with the Coordinator, Records, Privacy & Elections
and/or the Deputy/City Clerk who may refer to decisions and publications of the
IPC to make such determination on these types of records.
Appendices
Appendix 1 Destruction Certificate Template
Appendix 2 Save & Except List Template
Policy Title: Records Management Page 10 of 11
Policy Number: ADM 060
Appendix 1
Policy Title: Records Management Page 11 of 11
Policy Number: ADM 060
Appendix 2
Policy
Policy Title: Municipal Freedom of Information and Protection of
Privacy Policy
Policy Number
ADM 050
Reference
Municipal Freedom of Information
and Protection of Privacy Act,
1990
Resolution #211/16
Date Originated (m/d/y)
November 26, 2007
Date Revised (m/d/y)
June 2009
October 2016
January 2026
Pages
16
Approval: Chief Administrative Officer Point of Contact
City Clerk
Policy Objective
The Corporation of the City of Pickering is committed to the security and privacy of Records
under its Custody and Control and providing a right of access to information that is under the
Control of the City in accordance with the principles of the Municipal Freedom of Information and
Protection of Privacy Act, 1990 (Act). The Act establishes rules for municipalities to follow when
providing access to information and protecting individual privacy.
The Objectives of this policy are to:
1.Ensure fair and equitable access to corporate Records and that necessary exemptions from
the right of access are limited and specific.
2.Identify staff roles and assign responsibility regarding the security and disclosure of Records.
3.Commit to protecting the privacy of individuals with respect to Personal Information held by
the City and to provide individuals with the right of access to their own information.
4.Ensure open, accessible, and transparent government while protecting the privacy of
individuals.
5.Establish guidelines for processing requests for information within the legislated timelines
imposed by the Act.
6.Communicate offenses and liabilities as stated in the Act.
Index
01 Definitions
02 Responsibilities
03 General
Attachment 3 to Report CLK 01-26
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 2 of 16
Policy Number: ADM 050
04 Active Dissemination
05 Routine Disclosure
06 Freedom of Information Requests
07 Privacy Impact Assessment
08 Forms
09 Offences and Liabilities
10 Limitations
01 Definitions
01.01 Active Dissemination – means the proactive, periodic release or publication of
Records and information to the public in the absence of an FOI Request. Unlike
a response to an FOI Request, Active Dissemination involves the Institution
releasing certain Records, such as meeting agendas, staff reports, or other
Records, on a regular basis to promote transparency and accountability, often
by posting them on the City’s website.
01.02 City – means The Corporation of the City of Pickering.
01.03 Control – means the power or authority to decide the use or disclosure of a
Record.
01.04 Custody – means the storage, care, preservation, or securing of a Record for a
legitimate business purpose.
01.05 FOI Coordinator – means, for the purposes of this Policy and related
procedures, the Records, Privacy & Elections Coordinator (or designate).
01.06 FOI Representative – means the designated employee within each department
who manages FOI Requests for Records within their department.
01.07 Freedom of Information Request (FOI Request) – means a request for
access or a copy of a Record which is submitted in writing detailing the
requested Record(s) and is dated and signed by the requester and
accompanied by the legislated application fee.
01.08 Head – means for the purposes of the Act, the City Clerk, who has been
delegated the powers by Council through By-law.
01.09 Information and Privacy Commissioner (“IPC”) – means the Information and
Privacy Commissioner of Ontario who is appointed by the Lieutenant Governor
in Council. The Commissioner is an officer of the Legislature and is independent
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 3 of 16
Policy Number: ADM 050
of the government. The Commissioner hears appeals of decisions made by
Heads of Institutions, issues binding orders, conducts privacy investigations,
and has certain powers relating to the protection of personal privacy.
01.10 Institution – means for the purposes of this Policy and related procedures, The
Corporation of the City of Pickering.
01.11 Law Enforcement Agency – means an agency which has the function of
enforcing and regulating compliance with a law.
01.12 Personal Information – means recorded information about an identifiable
individual (not a corporation, partnership or sole proprietorship) as defined in
Section 2(1) of the Act, including information relating to:
a) Race, national or ethnic origin, colour, religion, age, sex, sexual orientation
or marital or family status of the individual;
b) Education, medical, psychiatric, psychological, criminal or employment
history, or financial transactions the individual has been involved with;
c) Any identifying number, symbol, address, telephone number, fingerprints or
blood type of an individual;
d) Personal opinions or views of the individual except if they relate to another
individual, and views or opinions of another individual about the individual;
e) Correspondence sent to the City which is implicitly or explicitly of a private or
confidential nature and includes replies to the correspondence that would
reveal the contents of the original correspondence; and,
f) The individual’s name if it appears with any other Personal Information
relating to the individual or where disclosure of the name would reveal other
Personal Information about the individual.
01.13 Record – means any information, however recorded, whether in printed form,
on film, by electronic means or otherwise as defined in the Municipal Freedom
of Information and Protection of Privacy Act (MFIPPA) and documents the City’s
business functions, activities, transactions, rights, obligations or responsibilities
or records information that was created, received, distributed or maintained by
the City, and is in compliance with legal obligations.
01.14 Routine Disclosure – means the routine, proactive, or automatic release of
certain types of administrative and operational Records in response to an
inquiry or request for access outside of the FOI Request process. Records
containing sensitive Personal Information or information protected by
exemptions under the Act are generally not available through Routine
Disclosure and may require a FOI Request.
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 4 of 16
Policy Number: ADM 050
01.15 Third Party – means any person, group of persons, or an organization whose
interest might be affected by the disclosure of a Record, other than the person,
group of persons, or organization making a request for access. Where the Third
Party is an individual, another person may act on their behalf if authorization is
provided by the individual.
02 Responsibilities
02.01 Members of Council:
a) approve and support this Policy; and,
b) approve amendments to this Policy as needed and as recommended by
staff.
02.02 Chief Administrative Officer:
a) support this Policy; and,
b) approve amendments to this Policy for Council’s consideration.
02.03 Head:
a) maintain a thorough knowledge of this Policy and the principles of the Act;
b) ensure the FOI Coordinator and all FOI Representatives are appropriately
abiding by the principles of the Act;
c) ensure that reasonable measures respecting the Records in the Custody or
under the Control of the Institution are developed, documented, and put in
place to preserve the Records in accordance with any recordkeeping or
Records retention requirements, rules or policies that apply to the City;
d) administer the privacy protection provisions of the Act; and,
e) represent the City during IPC appeals and defend decisions made in
compliance with the Act.
02.04 City Solicitor:
a) maintain a thorough knowledge of this Policy and related procedures;
b) represent the City during IPC appeals and defend decisions made in
compliance with the Act, if/when required; and,
c) provide legal advice to the FOI Coordinator and the Head respecting
disclosure decisions, as required.
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 5 of 16
Policy Number: ADM 050
02.05 Director/Division Head:
a) understand this Policy and the principles of the Act;
b) appoint a minimum of one FOI Representative to perform roles and
responsibilities as defined in Section 02.07 of this Policy;
c) ensure proper notice is given to the public prior to the collection of any
Personal Information; and,
d) ensure that all Personal Information is managed in accordance with this
Policy and principles of the Act.
02.06 FOI Coordinator:
a) maintain a thorough knowledge of this Policy and related procedures;
b) receive FOI Requests and coordinate those requests with FOI
Representatives to comply with legislated time requirements;
c) communicate with requesters to clarify requests, issue notices, and respond
to inquiries;
d) communicate with the Information and Privacy Commissioner’s Office to
respond to inquiries and seek clarification and direction regarding appeals;
e) seek legal advice from the City Solicitor respecting disclosure decisions and
appeals, as required;
f) make recommendations regarding the disclosure of Records to the Head;
g) determine or waive fees in accordance with the Act;
h) conduct training on privacy and access to Records; and,
i) develop and maintain procedures related to this Policy as required.
02.07 FOI Representative:
a) maintain thorough knowledge of this Policy and Records request processes;
b) compile all Records within their area of responsibility relative to the scope of
the request, submit preliminary disclosure recommendations, if necessary,
and provide a fee estimate to the FOI Coordinator;
c) coordinate requests with staff, Members of Council, and the FOI Coordinator
to comply with legislated time requirements;
d) participate in training on privacy and access to Records processes;
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 6 of 16
Policy Number: ADM 050
e) meet as required with the FOI Coordinator and other FOI Representatives to
discuss matters related to this Policy;
f) provide guidance to staff within their area of responsibility to ensure use and
disclosure of Records complies with guidelines and procedures outlined in
this Policy and related procedures; and,
g) review all FOI Requests pertaining to their department with the Director prior
to responding to the FOI Coordinator.
02.08 All City Staff:
a) be familiar with this Policy;
b) have a sound knowledge of Records within their scope of responsibility,
which qualify for Routine Disclosure;
c) make recommendations to their FOI Representative regarding Routine
Disclosure;
d) immediately forward all FOI Requests for Records to the FOI Coordinator;
e) protect Personal Information to which they have access to or Custody of;
and,
f) minimize the collection of Personal Information to only that which is
necessary.
03 General
03.01 Every person, organization, and corporation has the right to request Records
under the Custody and Control of the City in accordance with the Act. The City
is not obligated to create a Record in response to a request, and the City has no
right to question the purpose for the request.
03.02 The Act provides that information available to the public before the Act came
into force must continue to be available, except Personal Information. Routine
Disclosure and informal requests should continue to be processed outside the
parameters of this Policy, as needed.
03.03 The Act outlines categories of Records to which the Act does not apply.
Categories of Records that are excluded from disclosure under the Act include:
a) proceedings or anticipated proceedings before a court, tribunal, or other
entity relating to labour relations or to the employment of a person by the
Institution;
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 7 of 16
Policy Number: ADM 050
b) negotiations or anticipated negotiations relating to labour relations or to the
employment of a person by the Institution between the Institution and a
person, bargaining agent, or party to a proceeding or an anticipated
proceeding; and,
c) meetings, consultations, discussions, or communications about labour
relations or employment-related matters in which the Institution has an
interest.
03.04 Requesters’ identities are protected and are only disclosed when there is a clear
need to facilitate an access to Records request or as required by legislation.
03.05 Access decisions in response to requesters exercising their right to access City
Records will be made in a consistent manner in accordance with the Act
regardless of the requesters’ identity.
03.06 Staff have a duty to ensure every reasonable effort is made to assist requesters,
by providing complete, accurate, and timely responses to their requests using
the appropriate access to Records process.
03.07 In accordance with the Act, it is an offence to willfully alter, conceal,
destroy/delete, or cause any person to do so, with the intention of denying
access to a Record or information contained in a Record.
04 Active Dissemination
04.01 Active Dissemination is the release of certain Records by the City to the public
in the absence of a FOI Request. Examples of this might include meeting
agendas, staff reports and minutes, public notices, and audit reports, which
could be published online.
04.02 When determining the types of Records that qualify for Active Dissemination,
staff shall consider the following:
a) look for trends in the type of Records requested on a regular basis to
determine what general Records are frequently requested and could be
made available for Active Dissemination;
b) review any class of Record that is released regularly, without exemption;
c) determine Records that must be made available because of a statutory
requirement;
d) determine whether a Record is subject to Active Dissemination based on the
nature of the Record and not on the identity of the requester or proposed
use of the Record; and,
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 8 of 16
Policy Number: ADM 050
e) when unsure if a Record can be considered for Active Dissemination, staff
shall contact the FOI Coordinator to determine if Active Dissemination would
be appropriate.
05 Routine Disclosure
05.01 Where possible, requests should be handled through an informal access
process. Regardless of where or how a request is submitted, staff should direct
the requester to the area of responsibility respecting the requested information
unless it is determined that the requested Records may contain Personal
Information or other exemptions under the Act. The employee is to open
dialogue with the requester to discuss the nature of the request and the type of
Records at issue with a view to determine whether the matter should be handled
informally through Routine Disclosure or by means of a FOI Request.
05.02 Routine Disclosure refers to the routine release of certain categories of
administrative and operational Records to the public upon request.
05.03 Routine Disclosure processes are established and maintained by the
department who has Custody and/or Control of the Records. When considering
the disclosure of a new category of Records through Routine Disclosure, the
FOI Representative for the department should consult the FOI Coordinator to
ensure that the Records do not require a FOI Request.
05.04 Employees are encouraged to use caution when responding to Routine
Disclosure requests to ensure that no personal or confidential information is
shared. Any questions about disclosure should be directed to the FOI
Coordinator.
05.05 Records may be disclosed to the public directly by the department responsible
upon receipt of a Routine Disclosure request in accordance with this Policy and
any applicable legislation.
05.06 The following provisions may apply to requests for Routine Disclosure:
a) Routine Disclosure requests should be directed to the responsible
Department;
b) Personal Information may only be disclosed to the party to whom the
information pertains unless authorized by policy, by-law, or legislation;
c) If an individual requests Records pertaining to themselves or their property,
staff shall confirm their identity through government-issued photo
identification. Staff may also release information to an authorized agent
provided they have written authorization from the individual to which the
information pertains, along with a copy of the individual’s identification and
their own identification;
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 9 of 16
Policy Number: ADM 050
d) A fee may be charged for the reproduction, search, and processing of
Records released under Routine Disclosure. Any such fees would be
contained in the department’s fee schedule under the City’s General
Municipal Fees and Charges By-law; and,
e) Departments should strive to review and update their Routine Disclosure
practices at least once a year to ensure compliance with current legislation,
evolving privacy standards, and best practices for transparency and
accountability.
05.07 Examples of Records and information that may not be released through Routine
Disclosure include, but are not limited to:
a) Requests for Personal Information for the purpose of any type of research or
analysis. Such requests shall be forwarded to Legislative Services for
processing and response in accordance with the Act;
b) Records containing Personal Information that are being requested by a Law
Enforcement Agency in Canada to aid in an investigation or where a law
enforcement proceeding is likely to result. All such requests must be made in
writing to the City Clerk or designate; and,
c) Records containing Third Party information. All such requests should be
forwarded to Legislative Services for processing and response in
accordance with the Act.
06 Freedom of Information Requests
06.01 Once an FOI Request has been submitted to the City, the FOI Coordinator
contacts the necessary Directors, FOI Representatives, and other applicable
staff to arrange for collection of Records pursuant to the scope of the request.
Along with the requested Records, the FOI Representative will provide the FOI
Coordinator with an estimate of the time required to search for the Records and
any privacy or security concerns they may have relating to the disclosure of the
Records.
06.02 If an individual requests Records pertaining to themselves or their property
through an FOI Request, the FOI Coordinator shall confirm their identity through
government-issued photo identification. The FOI Coordinator may also release
Records to an authorized agent provided they have written authorization from
the individual requesting their own information, a copy of the individual’s
identification, and a copy of their own identification.
06.03 The FOI Coordinator is responsible for determining disclosure in consultation
with the Head. Under the Act, there are two types of exemptions that must be
considered when assessing whether a Record is to be disclosed:
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 10 of 16
Policy Number: ADM 050
a) Mandatory Exemptions under the Act that require the Institution to refuse
disclosure of the Record; and,
b) Discretionary exemptions under the Act that require an Institution to apply
discretion and good judgment when determining whether to disclose the
Record.
06.04 Although the above-two types of exemptions provide direction as to what must
or may be considered when assessing whether to disclose Records, there are
times when the above exemptions do not apply:
a) there is a compelling public interest that outweighs the purpose of the
exemption; or
b) there is a grave environmental, health or safety hazard, regardless of
whether a FOI Request for information has been made.
06.05 Where the original request does not sufficiently describe the Record(s) being
sought, the FOI Coordinator shall inform the requester and offer assistance in
reformulating the request.
06.06 The FOI Coordinator shall issue a Notice of Decision and any other required
Notices under the Act to the requester within the timelines prescribed by the Act.
06.07 In accordance with the Regulations under the Act, the FOI Coordinator in
coordination with the FOI Representative shall estimate the processing,
searching and copying fees, based on the scope and nature of the request.
06.08 The Act dictates that the Notice of Decision must be issued to the requester
within 30 days of receipt of a completed FOI Request. If an FOI Request is
deemed incomplete or too vague and must be clarified, the 30 days starts after
clarification is received and the legislated application fee has been paid.
06.09 The Act provides that the Head may extend the thirty-day time limit in the
following circumstances:
a) the request is for a large number of Records or staff will have to search
through a large number of Records and to do so would unreasonably
interfere with the operations of the City; or,
b) consultations with people outside of the Institution are necessary before
responding and cannot reasonably be completed within the 30-day time limit.
06.10 Extensions are not permitted in the following circumstances:
a) the number of requests being processed at any given time;
b) staff vacation; or,
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 11 of 16
Policy Number: ADM 050
c) the expense of producing a Record where the expense is caused by the
size, number or physical location of the Records.
06.11 A Third Party is a party whose interests may be affected by disclosure of the
Records at issue. The purpose of this mandatory exemption under the Act is to
protect certain confidential information that Third Parties, such as businesses or
other organizations, provide to government Institutions, where specific harms
can reasonably be expected to result from its disclosure. In these
circumstances, the Third Party identified in the Record must be notified of the
City's intention to release the Records. This notification will allow the Third Party
the opportunity to make representations on the proposed disclosure. If the Third
Party disapproves of the City's final decision, they have the right to appeal to the
IPC. During the appeal process, the City's response period to the Requestor is
put on hold.
06.12 Within the time limits specified in the Act, the requester must be notified in
writing of the City's decision. The City's response, based on the mandatory and
discretionary exemptions stated in the Act, will be:
a) access granted in whole;
b) access denied in whole or in part (with the applicable exemption section of
the Act stated);
c) no Records exist; or
d) that the Head refuses to confirm or deny the existence of a Record (Note:
this can only be used for specific types of Records under the Act).
06.13 In most cases, the requester will obtain access to a copy of the Records through
an electronic file transfer. Originals may be accessed and reviewed by the
requester in situations where there is a large volume of Records, or at the
request of the requester. When access to original Records is granted, the
requester must be supervised by a municipal employee while they review the
Records.
06.14 Any requester who is dissatisfied with the City's decision to withhold Records or
to release Records only in part, or any Third Party who is dissatisfied with the
City's decision to release Records that they felt should not be released, may
appeal to the IPC. The notice to appeal must be filed with the IPC’s Office within
thirty days of the date of the City's decision.
06.15 The FOI Coordinator is responsible for receiving all appeal notices from the
IPC’s Office and preparing written representations for submission to the IPC, in
consultation with the Head and the City Solicitor, as required. The Head will
represent the City by defending its decisions through written submissions to the
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 12 of 16
Policy Number: ADM 050
IPC and will participate in any mediation processes, working in coordination with
the FOI Coordinator and the City Solicitor, as required.
06.16 An Order issued by the IPC is binding on all parties to the appeal. An order is
not subject to appeal; however, it may be subject to request for reconsideration
or a judicial review. The order itself will specify new time periods within which
any further action must be taken by either or both parties involved. The FOI
Coordinator will take the necessary actions as specified in the order.
07 Privacy Impact Assessment
07.01 A PIA is used to assess compliance with the Act and aims to identify and
address the privacy impacts of proposed projects or activities of the Institution.
07.02 Before staff implement a project or undertake an activity that involves the
collection of Personal Information, they shall consult with the Head, who will
determine whether a PIA is required. Staff may be required to conduct a
preliminary assessment to assist the Head in making such determination. A PIA
may be required where the Head determines:
a) the collection is at a large scale;
b) the Personal Information is deemed sensitive; or,
c) the collection, use, or disclosure of the Personal Information impacts
decision making.
07.03 Where the Head determines a PIA is required, the FOI Coordinator shall
conduct a PIA, in consultation with the Head and appropriate staff, prior to the
implementation of the project or activity.
07.04 Once the PIA has been completed, it shall be reviewed and/or approved by the
Head. If recommendations are made by the Head to implement controls related
to the protection of Personal Information or for compliance with legislation, those
recommendations shall be adopted by staff prior to continuing with the activity or
project.
08 Forms
08.01 All forms created by or for the City to collect Personal Information and used for
City activities are subject to the Act.
08.02 At the point of creation, forms shall be created in accordance with City policies
and procedures, and shall be reviewed by the FOI Coordinator to ensure
compliance with the Act.
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 13 of 16
Policy Number: ADM 050
08.03 Forms that include the collection of Personal Information shall include the
following clause:
"Personal Information contained on this form is collected pursuant to the
Municipal Freedom of Information and Protection of Privacy Act, and will be
used for the purpose of [insert specific purpose]. Questions about this collection
should be directed to the City Clerk, One The Esplanade, Pickering, ON L1V
6K7, 905.420.4611."
09 Offenses and Liabilities
09.01 Section 48 of the Act outlines offences that can lead to prosecution. The section
states that no person shall:
a) wilfully disclose Personal Information in contravention of this Act;
b) wilfully maintain a Personal Information bank that contravenes this Act;
c) make a request under this Act for access to or correction of Personal
Information under false pretences;
c.1) alter, conceal or destroy a Record, or cause any other person to do so, with
the intention of denying a right under this Act to access the Record or the
information contained in the Record;
d) wilfully obstruct the Commissioner in the performance of his or her functions
under this Act;
e) wilfully make a false statement to mislead or attempt to mislead the
Commissioner in the performance of his or her functions under this Act; or
f) wilfully fail to comply with an order of the Commissioner.
09.02 Fines of up to $5,000.00 may be imposed if a contravention of Section 48 has
been found.
09.03 Section 49(2) of the Act provides that no action or other proceeding lies against
the Head or another person acting under the direction of the Head for damages
resulting from the disclosure or non-disclosure in good faith of a Record or any
part of a Record under the Act, or from failure to give notice required under the
Act if reasonable care is taken to give the required notice.
10 Limitations
10.01 Records destroyed in accordance with the City’s Records Retention By-law. The
City is not required to re-create or restore Records that have been appropriately
destroyed under the authority of the City’s Records Retention By-law.
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 14 of 16
Policy Number: ADM 050
10.02 The City is not required to provide information verbally discussed but not
recorded, or create information that does not otherwise exist in a Record.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Appendices
Appendix 1 Application for Access/Correction to Records Form
Appendix 2 Fee Schedule
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 15 of 16
Policy Number: ADM 050
Appendix 1
Policy Title: Municipal Freedom of Information and Protection of Privacy Policy Page 16 of 16
Policy Number: ADM 050
Appendix 2
The Corporation of the City of Pickering
By-law No. XXXX/26
Being a by-law to designate a Head of The Corporation
of the City of Pickering for the purposes of the Municipal
Freedom of Information and Protection of Privacy Act
Whereas Section 3 of the Municipal Freedom of Information and Protection of Privacy
Act, R.S.O. 1990, c. M.56, (the “Act”), enables the Council of a municipality to designate
an individual or committee of the Council to act as the head of the municipality for the
purposes of the Act;
And Whereas Section 49 of the Act enables the Head to delegate in writing a power or
duty granted or vested in the Head to an officer of the Institution subject to such
limitations, restrictions, conditions, and requirements as the Head may set out in the
delegation;
Now therefore the Council of The Corporation of the City of Pickering hereby enacts as
follows:
1.That the City Clerk shall be designated as the Head of the City for the purposes
of the Municipal Freedom of Information and Protection of Privacy Act;
2.That Council delegates all its powers and duties granted or vested in the Head
under the Act to the City Clerk;
3.That By-law No. 5932/01 is hereby repealed; and,
4.This By-law shall come into force and take effect upon passing.
By-law passed this 26th day of January, 2026.
________________________________
Kevin Ashe, Mayor
________________________________
Susan Cassel, City Clerk
Attachment 4 to Report CLK 01-26
The Corporation of the City of Pickering
By-law No. 7347/14
Being a by-lawto establish retention
periods for records of the Corporation
of the City of Pickering.
Whereas subsection 254(1) of the Municipal Act, 2001 (the "Act") provides that a
municipality shall retain and preserve its records in a secure and accessible
manner;
And Whereas subsection 255(3) of the Act provides that a municipality may,
subject to the approval of the municipal auditor, establish retention periods during
which its records must be.retained and preserved;
And Whereas subsection 255(2) of the Act provides that a municipality's
records may be destroyed if a retention period for the record has been
established and the retention period has expired.
Now therefore the Council of the Corporation. of the City of Pickering hereby
enacts as follows:
1. In this by-law,
a) "active storage" means the internal departmental storage of records
that are in regular day-to-day use by a department;
b) 'City" means the Corporation of the City of Pickering;
c) "City Clerk" means the Clerk of the Corporation of the City,of
Pickering (or, designate);
d) "inactive storage" means the external departmental storage of
records that are referred, to infrequently by a department;
e) _ "record" means informationhoweverrecorded or stored, whether in printed
form, on film, by electronic means or otherwise, and includes
documents; financial statements, minutes, accounts, correspondence,
memoranda, plans, maps, drawings, photographs and
films made or received by the City; f) "
responsible department" means the office or -department with primary
responsibility for retaining a record;
Attachment 5 to Report CLK 01-26
By-law No. 7347/14 Page 2
g) "retention period" means the period, expressed in years, in which a
record shall be kept by the Municipality;
h) "retention schedule" means the schedule prescribing retention
periods for records as set out in Schedule "A" to this by-law;
i) "signing authority" means the division head or director of the
responsible department, or his or her designate; and,
j) "transitory record" means a record, including an e-mail, voice mail
or text message, having only temporary value and which is not
required to meet statutory obligations, set policy, establish
guidelines or procedures, certify a transaction, become a receipt or
provide evidence of legal, financial, operational or other decisions
for the City, including a record that is:
i) retained solely for convenience of reference,
ii) of insignificant value in documenting the business
transactions of the City;
iii) required solely for the completion of a routine activity, or the
preparation of another record;
iv) not related to the business of the City;
v) not an integral part of the City record;
vi) a miscellaneous notice or memorandum of a minor
administrative nature;
vii) a duplicate copy of a document such as a report or
memorandum, retained only for distribution or convenience;
ix) a publication, telephone directory, catalogue, pamphlet or
periodical that does not form part of any other record;
x) one of a number of multiple copies of a record such as
minutes or reports or agendas;
xi) unsolicited advertising information;
xii) a preliminary draft of a letter, memorandum or report, or
informal notes that do not represent significant steps in the
preparation of a final document; or
xiii) a tape or notes from a meeting for which the minutes or
reports have been adopted or finalized.
By-law No. 7347/14 Page 3
2. This by-law shall not apply to transitory records and such records may be
destroyed at any time.
3. Any record in a category set out in Schedule "A" shall be retained for the
period set out opposite such category and may thereafter be destroyed.
4. The City Clerk (or designate) shall determine the appropriate classification
of records, taking into 'account the legal, financial, administrative,
operational and historical values of each record.
5. The following principles shall govern the destruction of records:
a) a record of a municipality or a local board maybe destroyed if the
record has been classified and the retention period established
according to Schedule "A" of this by-law;
b) the retention period has expired; or
c) the record is a copy of the original record;
d) all records shall be destroyed in a manner that preserves the
confidentiality of any information contained in such records; and
e) any record pertaining to pending or.actual litigation or investigation
or a request under any privacy legislation shall not be destroyed
until such record Is no longer required for such purpose.
6. Where any record may be destroyed under this by-law, the following
procedure shall apply:
a) where the record has been retained in the custody of the
responsible department, the signing authority shall notify the City
Clerk in writing of the scheduled destruction of the record, including
the scheduled destruction date, and identify the record to be
destroyed;
b) where the record has been retained in the custody -of the City Clerk,
the City Clerk or designate shall notify the signing authority in
writing of the scheduled destruction of -the record, including the
scheduled destruction date, and identify the record to be destroyed.
7. Where a record is'retained for a further period after the destruction date,.
the following procedure, shall apply:
a) the signing authority shall notify the City Clerk in writing, before the
scheduled destruction date, if in his or her opinion any record
By-law No. 7347/14 Page 4
included in the notice should be retained for a further period, and
the rationale for further retention;
b) if, in the opinion of the City Clerk, circumstances warrant retention
of the record for a further period, the destruction of the record shall
be postponed for up to one year and for such further periods as .
may be determined by the City Clerk, in consultation with the
signing authority;
c) if no notice is received before the scheduled destruction date, the
record shall be deemed to be authorized for destruction.
8. The City Clerk or designate shall:
a) ensure that all reasonable measures are implemented to promote,
the preservation, security and destruction of records in accordance
with this by-law and any legislative requirements; .
b) ensure that reasonable measures are implemented to protect the
City's records from inadvertent destruction or damage, taking into
account the nature of the record to be protected, including the
creation of new classification codes and retention periods pending
Council approval.
9. This by-law shall be referred to as the Records Retention By-law.
10- By-law No. 6835/08 and No. 7127/11 is repealed.
11. This by-law shall come into force and take effect upon the passing thereof
and at such time as approved by the Municipal auditors. -
By-law passed this 22"d day of April, 2014.
David Ry a r
Debbie Shields
City Clerk
Revised — April 18/11 by By-law 7127/11 and By-law 7347/14 - April 22/14
Corporate Records Retention Schedule
Retention Value Codes
A = Archival Review or selective record retained
A record which has been appraised for permanent retention and archival accession because of its long life, historical, fiscal, legal
including evidential) operational or administrative value. An Archival record has no lifespan value attached to it and the record
in whole or in part can be destroyed when the expertise of a professional archivist deems it appropriate.
C = Current Year
Current year represents the calendar year that a record has been created. The retention period of a record created in the
current year does not begin until January of the next year (i.e. a 2008 file does not commence its retention period until January
2009).
P = Permanent retention
Permanent records are considered to be so valuable or unique in documenting the history of an organization that they are
preserved indefinitely. Permanent records tend to derive their value primarily from legal or legislative -based value.
S = Superseded
Superseded records are kept for an indefinite period until they are replaced by an updated record and then discarded. Most
records of this nature tend to be used for reference purposes.
T = Termination of Event
Records that, as a part of the retention process, have a retention period calculated from the conclusion, or termination, of an
action or event.
The Records Retention Schedule will be reviewed every 5 years. Suggested changes will then be reviewed by the City Clerk.
The City Clerk shall determine the appropriate classification of records, taking into account legal, financial, administrative,
operational and historical values of each record.
Corporate Records Retention Schedule
File Code Record Class Retention Period
Administration
A-1000-001 Administration -General C + 6
Records relating to general correspondence, administration and routine administrative functions which cannot be
classified elsewhere.
A-1100-001 Policies and Procedures —General Correspondence 2
Records relating general correspondence during the development of policies and procedures which are not directly
related to part of the development of the policy.
A-1110-001 Policies and Procedures I
Approved City Policies, Interdepartmental Procedures, Standard Operating Procedures and Fire Services Standard
Operating Guide.
A-1200-001 Strategic Plans - Corporate S+6
Records relating to the planning of corporate strategies, initiatives, goals and objectives for departments, divisions,
programs and services.
A-1300-001 Staff Committees and Meetings C + 6
Records relating to staff committees and meetings other than Council appointed Advisory Boards and Committees.
Examples of sub categories that may be created for this classification.)
002 Administrative Support Committee
003 United Way Committee
A-1400-001 Municipal Council and Standing Committees — General C + 6
Records relating to general correspondence regarding the City of Pickering Council and standing committees.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
2
Corporate Records Retention Schedule
File Code Record Class
A-1410-001 Advisory Committees and Boards of Council
Retention Period
T + 6
Records relating to Advisory Committees and Boards of Council which could include applications for appointments,
appointment lists, agendas, minutes and correspondence to committees.
Examples of sub categories that may be created for this classification.)
002 Applications for appointment
003 Library Board
A-1420-001 Agendas Permanent in Electronic Format
Records relating to agendas for Council and Standing Committees.
Examples of sub categories that may be created for this classification.)
002 Planning & Development
003 Executive
004 Council
A-1430-001 Minutes Permanent and Electronic Format
Records relating to original meeting minutes of Council and Standing Committees.
Examples of sub categories that may be created for this classification.)
002 Planning & Development
003 Executive
004 Council
A-1440-001 Department Reports Permanent and Electronic Format
Records relating to original department reports prepared for Council and Standing Committees.
Examples of subcategories that may be created for this classification.)
002 Corporate Services,
003 City Development
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
3
Corporate Records Retention Schedule
File Code Record Class Retention Period
A-2000-001 Elections C + 8
Records include working papers relating to the administration of elections as well as memos to candidates, forms,
polling station locations, ward boundaries, school permits, ballot information, ordering of all supplies and
equipment, voter notification records etc.
Examples of sub categories that may be created for this classification.)
002 Nomination Papers
003 Voter Notification Cards
004 List of Polling Locations
A-2100-001 Regional Municipality of Durham C + 6
Records relating to the government of the Region of Durham.
Examples of sub categories that may be created for this classification.)
002 Regional Finance
003 Durham Region Police Services
A-2200-001 Provincial Government (Ontario) C + 6
Records relating to the government of the Province of Ontario.
Examples of sub categories that may be created for this classification.)
002 Premier and MPP's
003 Ministry of Municipal Affairs and Housing
A-2210-001 Vital Stats P
Records relating to birth, death and marriage registration.
Examples of sub categories that may be created for this classification.)
002 Births
003 Deaths
004 Marriages
005 Marriage Licence Applications (Duplicate record) 2
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
4
Corporate Records Retention Schedule
File Code Record Class
A-2211-001 Vital Stats -General
Retention Period
General records relating to birth, death and marriage registration, which cannot C + 6
be classified elsewhere.
A-2300-001 Federal Government (Canada) C + 6
Records relating to the Federal government of Canada.
Examples of sub categories that may be created for this classification.)
002 Prime Minister and MP's
003 Federal Agencies
A-2400-001 Other Municipalities C + 6
Records relating to other municipalities.
Examples of sub categories that may be created for this classification.)
002 Municipal Resolutions/By-laws
003 Town of Ajax
004 GTA
A-2500-001 Associations C + 6
Records relating to the activities of an association, society or organization in which an employee of the City has a
membership, interest or official capacity.
Examples of sub categories that may be created for this classification.)
002 AMO
003 Good Roads
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
Corporate Records Retention Schedule
File Code Record Class
A-2600-001 External Authorities/Boards/Commissions
Records relating to external authorities, boards and commissions.
Examples of sub categories that may be created for this classification.)
002 School Boards
003 TRCA/CLOCA
004 OMB
005 OPG
A-2700-001 Public Relations/Ceremonies/Receptions
Retention Period
C + 6
2
Records relating to hosting, attending and the performance of official business at special ceremonies and events.
A-2710-001 Advertising C + 6
Records relating to advertising to the public in magazines, newspapers, radio, television, transit and newsletters.
Examples of sub categories that may be created for this classification.)
002 News Releases
003 Newsletters 2
A-2720-001 Publications C + 6
Records relating to organization publications which could include pamphlets, guides, brochures, tourism
information, trade show events, directories and publications of interest to the organization.
A-3100-001 Customer Care C + 6
Records relating to customer care which cannot be classified elsewhere.
A-3110-001 Complaints, Concerns, Issues —(Street/Property Files) C + 6
Records relating to customer/resident complaints, concerns, issues.
A = Archival Review/Selective Record Retained C --'Current Year P = Permanent S = Superseded T = Termination of Event
R
Corporate Records Retention Schedule
File Code Record Class
A-3120-001 Promotional Products
Retention Period
C + 6
Records relating to sales and issuance of City of Pickering souvenirs. Includes inventory spreadsheets,
correspondence and reports.
A-3130-001 Forms Management S
Records relating to the design, production and form review of forms used by the municipality.
A-3200-001 Website C + 6
Records relating to the corporate website.
A-3300-001 Historical/Heritage Conservation P
Records of general historic nature, which do not pertain to a specific record class and records relating to the
identification, regulation and preservation of historically designated buildings, archaeological areas and artefacts.
Examples of sub categories that may be created for this classification.)
002 Heritage Permit Application 01/07
A-3400-001 Cemeteries 1:
Records relating to the administration, management, identification, regulation and preservation of local cemeteries.
A-3500-001 Records Management S
Records relating to the records management program. This includes general records management operational
standards and procedures, development, adoption and implementation of file classification systems, procedures
and techniques for management of records systems.
Examples of sub categories that may be created for this classification.)
002 File Classification schedule
003 Destruction Certificates P
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
7
Corporate Records Retention Schedule
File Code Record Class Retention Period
A-3510-001 Records Disaster Plan Recovery S
Records relating to recovery plans for potential loss of vital records during unforeseeable incidents such as fires,
natural disasters, terrorism and theft.
A-3520-001 Freedom of Information/Protection of Personal Privacy C + 6
Records relating to the general issues of access to information and protection of personal privacy. Includes all
requests made under the Act, working papers, copy of the reply and correspondence with Commissioner's Office.
A-3600-001 Courier/Mail/Postage 7
Records relating to postal rates and services, courier rates and services and the interoffice mail system.
A-3610-001 Printing and Reproduction 2
Records relating to internal and external printing and reproduction
A-3620-001 Trademarks, Patents, Copyrights and Visual Identity P
Records relating to the copyright, patent and trademark protection of municipal logos, and products used for visual
identity. This record series may include the logo, coat -of -arms, letterhead design, emblem, vehicle identification
and seals of office.
A-3700-001 Information Technology - General C + 6
Records relating to service request forms for repairs, user hardware and software requests, up -grades,
modifications and maintenance, user authorization and approval, troubleshooting information, the IMS hotline,
conversions, connections, support records, user logs and security issues. General information relating to research,
development, design and implementation of information system projects which may include feasibility studies and
needs analysis research, system development methodologies and system architecture which cannot be classified
elsewhere.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
8
Corporate Records Retention Schedule
File Code Record Class
A-3710-001 Computers -Hardware
Retention Period
T + 1
Records relating to the purchase of computer hardware, including equipment evaluations, user specifications,
issues, maintenance and repairs. Including research, history, problems and maintenance files.
Examples of sub categories that may be created for this classification.)
002 Hardware research files
003 Hardware history files
004 Hardware problems & maintenance
A-3720-001 Computers — Software T + 1
Records relating to the purchase of computer software, including software evaluations, user requirements, issues,
maintenance and repairs. Including research, history, problems and maintenance files.
Examples of sub categories that may be created for this classification.)
002 Software research files.
003 Software history files
004 Software problems & maintenance
A-3800-001 Telecommunications T + 1
Records relating to the purchasing, installation, maintenance, operation and issuance of telecommunication
systems.
Examples of sub categories that may be created for this classification.)
002 Telephones
003 Voice Mail
004 Pagers/Cell Phones
A-4000-001 Human Resources - General C + 6
Records relating to the general administration of Human Resource management activities which cannot be
classified elsewhere.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
Corporate Records Retention Schedule
File Code Record Class Retention Period
A-4010-001 Consultants 0
Records relating to report of services provided by arbitrators, arbitration nominees, legal firms, benefits consultants
and employment consultants.
A-4020-001 Human Rights T + 1
Records relating to human rights, may include investigations and other information on the Charter of Rights.
A-4030-001 Employment Standards
Records relating to employment standards
A-4040-001 Succession Planning
C + 6
C + 6
Records relating to succession planning including records relating to the inventory and analysis of management
and leadership within the corporation.
A-4050-001 Training and DevelopmentlCareer Counseling 2
Records relating to external seminars, workshops, and conferences for career and professional development
offered to employees.
A-4100-001 Employment/Job Postings/Recruitment 4
Records relating to job postings, advertisements, competition records, applications and resumes. This record
series may include grading forms, applicant interviews and correspondence to unsuccessful candidates and notice
of employment.
Examples of sub categories that may be created for this classification.)
002 Seasonal Hiring
003 Applications/Resumes 6 months
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
10
Corporate Records Retention Schedule
File Code Record Class Retention Period
A-4200-001 Employee Records I
Records relating to City employees, including application/resume, history, skills education levels, classification,
union status/seniority, benefits information, pension plan information and beneficiary name, special testing reports,
probationary evaluations, salary increases.
Examples of sub categories that may be created for this classification.)
002 Criminal Reference Checks
003 Employee Driver Abstract
004 Exit Interviews
Note: Upon Cessation of employment, the employee file is reclassified as either a terminated employee file or a
retired employee file.
A-4230-001 Temporary/Contact Employment
Records relating to contract jobs for the hiring of temporary, casual and part time employees.
A-4240-001 Elected Officials
Records related to elected officials.
A-4250-001 Retired Employees
Retired employee files are reclassified employee files upon cessation of employment.
T = Death of Beneficiary
A-4260-001 Terminated Employees
Terminated employee files are reclassified employee files upon termination of employment.
T = Termination of Employment
T + 6
T + 6
T + 6
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
11
Corporate Records Retention Schedule
File Code Record Class
A-4300-001 Employee Benefits — General
Retention Period
C + 6
Records relating to the administration of employee benefits, including Canada Pension Plan, group life insurance,
extended health, dental, medical and pension etc.
A-4310-001 Attendance C + 6
Records relating to attendance, absences from work, may also include sick credits, shift scheduling, vacation,
hours of work statistics and absences due to other reasons.
Examples of sub categories that may be created for this classification.)
002 Statutory Holidays
003 Vacation Requests/Approvals
004 Sick Leave
005 Leave of Absence
A-4320-001 Sick Banked C + 6
Records relating to sick banked credits regarding Pickering Professional Fire Services.
A-4400-001 Employee Insurance S
Records relating to insurance, including correspondence and information about alternative health care plans.
Examples of sub categories that may be created for this classification.)
002 Health Insurance
003 OMERS
004 AD&D
005 Long Term Disability
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
12
Corporate Records Retention Schedule
File Code Record Class
A-4410-001 Benefit Communication Statements
Records relating to background material for possible future benefit statements
A-4420-001 Pensions - General
Retention Period
S
2
Records relating to pension plans including remittance, statutory forms, and government annuities.
A-4430-001 Employee & Family Assistance Program (EFAP) S
Records relating to internal and/or external Employee & Family Assistance programs.
A-4600-001 Compensation/Classification/Employment Equity C + 10
Records relating to the administration and planning of salary schedules by job evaluations, classifications, surveys
and plans. This record series may include information relating to pay equity, acting appointments, minimum wage
history, management and non -union salary reviews and market adjustments.
002 Job Classification
003 Employment Equity
004 Compensation (excludes salary negotiations)
A-4510-001 Job Descriptions S
Records relating to the description of job duties, specifications, experience and education requirements.
A-4550-001 Surveys — Human Resources
Records relating to employment and salary surveys.
C + 6
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
13
Corporate Records Retention Schedule
File Code Record Class Retention Period
A-4560-001 Performance Management — General C + 6
Records relating to performance management programs and related activities.
Examples of sub categories that may be created for this classification.)
002 Vision Awards
003 PREP
A-4600-001 Labour Relations - General C + 6
Records relating to labour relations of a general nature that cannot be classified elsewhere.
A-4610-001 CUPE 129
Records relating to agreements and contracts between municipal and union officials.
collective bargaining issues, employment contracts, union contracts, correspondence,
amendment records and certification.
Examples of sub categories that may be created for this classification.)
002 Collective Agreements
003 Negotiations
004 Grievances
005 Seniority Lists
A-4620-001 Pickering Professional Firefighters Association — Local 1632
Ajax Professional Firefighters Association — Local 1092
Records relating to agreements and contracts between municipal and union officials.
collective bargaining issues, employment contracts, union contracts, correspondence,
amendment records and certification.
Examples of sub categories that may be created for this classification.)
002 Collective Agreements
003 Negotiations
004 Grievances
005 Seniority Lists
Records may include
negotiated agreements,
Records may include
negotiated agreements,
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
14
Corporate Records Retention Schedule
File Code Record Class
A-4630-001 Non -Union
Retention Period
Records relating to agreements and contracts between municipal and non -union officials.
W
A-4700-001 Health & Safety — General C + 6
Records relating to hazardous materials, safety footwear, WHMIS, first aid, fire and emergency.
Examples of sub categories that may be created for this classification.)
002 Safety Footwear
003 WHMIS
004 First Aid Training
005 Hazardous Materials
A-4710-001 Occupational Health & Safety S
Records relating to policies established under Occupational Health and Safety Act.
A-4720-001 Incident/Accident Reports T + 6
Records relating to all incident/accident reports.
T = Return to work or settlement of case.
A-4740-001 Industrial Hygiene Testing C + 6
Records relating to testing which may include noise, air quality, radiation and ambient temperature.
A-4750-001 Exposure Control Program
11
Records relating to exposure control programs.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
15
Corporate Records Retention Schedule
File Code Record Class Retention Period
A-4760-001 Designated Substances 0
Records include list of City facilities and a list of designated substance found, background information on
designated substance program management and implementation and may contain correspondence to the unions,
notices to staff, contractor and notes on staff health surveillance records.
A-4770-001 Workplace Inspections C + 6
Records relating to inspections carried out in the workplace and includes findings, recommendations and any
corrective action taken. Includes inspections conducted by the Ministry.
A-4780-001 Safety Audits
Records relating to the safety audits of staff.
A-4800-001 Workplace Safety & Insurance Board
C + 6
C + 6
Records relating to the Workplace Safety and Insurance Board and may include notes, memos and
correspondence with WSIB.
A-4810-001 WSIB Claims C+10
Records include Form 7, attending physician reports, benefits history, current injury/accident details, accident
investigation reports, WSIB reports, correspondence and return to work certifications, may also include Health and
Safety statistics reports.
Examples of sub categories that may be created for this classification.)
002 Joint Health and Safety Committee
003 WSIB Summary Management
A-4820-001 Long -Term Disability Claims C+10
Records include copy of the original OMERS application form, medical updates, prognosis reports, prior claims,
case history summary sheet, notes and correspondence.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
16
Corporate Records Retention Schedule
File Code Record Class Retention Period
A-4900-001 Training & Education - General
Records relating to internal training and education programs in general.
Examples of sub categories that may be created for this classification.)
002 Courses & Programs
003 Professional Development Program
C+10
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
17
Corporate Records Retention Schedule
File Code Record Class Retention Period
Development
D-1000-001 City Development— General C + 6
Records relating to development and planning that cannot be classified elsewhere.
D-1100-001 Planning Studies/Research/Policy Documents P
Records relating to studies, research and policy documents in support of planning and development functions,
activities and issues.
D-1200-001 Community Development /Improvement T + 6
Records relating to community improvement planning, including studies, reports, and projects.
D-1210-001 Downtown Initiatives C + 10
Records relating to improvements to the downtown (i.e. streetscape, lighting, and beautification).
D-1220-001 Urban Design C+10
Records relating to urban design, including issues and general concepts of planning the urban environment
i.e. urban intensification, streetscapes, urban art and architecture).
D-1230-001 Rural Area C+20
Records relating to rural areas, including issues and general concepts of planning in rural areas.
D-1240-001 Smarth Growth
Records relating to smart growth development planning.
T+20
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
18
Corporate Records Retention Schedule
File Code Record Class Retention Period
D-1300-001 Housing C + 10
Records relating to the availability of housing and housing issues, including general assessments of the need for
affordable housing, occupancy rates, housing cost statistics, related studies and CMHC reports.
D-1310-001 Housing Programs T + 6
Records relating to Federal and Provincial housing agencies, programs, and policies.
D-1320-001 Group Homes C + 6
Records relating to group homes.
D-1400-001 Statistics and Data 12
Records relating to statistical, demographic and other information that are used for planning purposes (i.e.
population/census information, land use, commercial and industrial floor space, land inventories,
employment/unemployment trends, composition of the workforce and social statistics etc.).
D-1500-001 Economic Development C + 6
Records relating to promotion and marketing of the City including strategic alliance that cannot be classified
elsewhere.
D-1510-001 Small Businesses C + 6
Records relating to the development of small businesses within the City of Pickering.
D-1520-001 Business Records S
Records relating to all Pickering based businesses.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
19
Corporate Records Retention Schedule
File Code Record,Class. Retention Period
D-1521-001 Investment Enquiries S
Records relating to parties interested in locating to Pickering.
D-1530-001 Tourism . S
Records relating to the encouragement and attraction of tourism related activities to the area and the tourism
industry.
D-2000-001 Official Plan F6
Records relating to the statement of long term goals and objectives for the development of the community,
including the consolidated copy of the City of Pickering Official Plan prepared by the City Development Department
and the original signed Official Plan adopted by Council and approved by the Region of Durham.
Examples of sub categories that may be created for this classification.)
002 Official Plan Working Files (working files are kept for C + 6 yrs) C + 6
D-2100-001 Pickering District Plan 0
Records relating to the statement of long term goals and objectives for the development of the community,
including the consolidated copy of the City of Pickering District Plan prepared by the City Development Department
and the original signed District Plan adopted by Council and approved by the Region of Durham.
Examples of sub categories that may be created for this classification.)
002 Pickering District Plan Working Files (working files are kept for C + 6 yrs) C + 6
D-2200-001 Compendium
Records relating to the preparation of the Official Plan Compendium that provide a more detailed land use plan
than the Official Plan.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
20
Corporate Records Retention Schedule
File Code Record Class Retention Period
D-3000-001 Development Applications & Amendments — General C + 6
Records relating to developments which cannot be classified elsewhere.
D-3100-001 Official Plan Amendments T + 50
Records relating to applications to amend the Official Plan, including development applications necessary to
execute the amendment.
D-3200-001 Draft Plan of Subdivisions T+50
Records relating to applications for draft plan of subdivision including application, background reports, staff reports,
draft plan conditions, resolutions and approvals. Records include any related applications including: zoning
amendments, local and/or Regional Official Plan Amendment.
D-3300-001 Zoning By-law Amendments T + 20
Records relating to applications to amend a Zoning By-law to execute rezoning.
D-3400-001 Condominiums T + 50
Records relating to applications for condominiums, including applications, background reports, staff reports draft
plan conditions, resolutions and approvals. Records include related applications including: zoning amendments,
local and/or Regional Official Plan Amendment. May contain copies of Condominium agreement.
D-3500-001. Consent/Severances (Land Division) T+50
Records relating to the severance of individual parcels of land, including applications, surveys, decisions, clearance
letters, deed page and copies of OMB order.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
21
Corporate Records Retention Schedule
File Code Record Class Retention Period
D-3600-001 Crown Rights T+50
Records relating to the Memorandum of Understanding between the Province of Ontario, the Region of Durham
and the City of Pickering regarding the severance of individual parcels of land, including applications, surveys,
decisions, and clearance letters.
D-3700-001 Variances (Committee of Adjustment) T+20
Records relating to applications to the Committee of Adjustment for a variance to the Zoning By-law, including
application, correspondence, reports, minutes and decisions.
D-3710-001 Decisions of Committee of Adjustment
Committee of Adjustment decisions.
D-3800-001 Ministers Zoning Order
0
T+20
Records relating to applications and reports to Council regarding applications from the Ministry of Municipal Affairs
and Housing for amendments to a Provincial Zoning Order.
D-3810-001 Ministers Zoning Order Regulations I
Regulation from applications submitted by the Ministry of Municipal Affairs and Housing for amendments to a
Provincial Zoning Order.
D-3900-001 Site Plans T+15
Records relating to approvals regarding the layout of buildings and locations and provisions of services to individual
properties. May contain copies of site plan agreements.
T = Security released or application denied
P = Copies of agreements and signed plans are retained permanently under L-4100 Legal Documents
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
22
Corporate Records Retention Schedule
File Code Record Class Retention Period
D-4000-001 Development Control — General C + 6
Records relating to Development Control that cannot be classified elsewhere.
D-4010-001 Pool Enclosures Permits C + 6
Records relating to Pool Enclosure Permits that cannot be classified elsewhere.
D-4100-001 Subdivision Agreements T + 50
Records associated with the control of registered and unregistered subdivision agreements, records arranged by
40R plan number. Records series may include drawings, reports, background information, notices and certificates
of approvals and working documentation.
D-4200-001 Development Agreements T+50
Records associated with the control of registered and unregistered development agreements, records arranged by
40R plan number. Records series may include drawings, reports, background information, notices and certificates
of approvals and working documentation.
D-4300-001 Site Plan Agreements T+50
Records associated with the control of registered and unregistered site plan agreements, records arranged by 40R
plan number. Records series may include drawings, reports, background information, notices and certificates of
approvals and working documentation.
D-4400-001 Land Division T+50
Records associated with the control of registered and unregistered land division agreements, records arranged by
40R plan number. Records series may include drawings, reports, background information, notices and certificates
of approvals and working documentation.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
23
Corporate Records Retention Schedule
File Code Record Class
D-4500-001 Refundable Deposits
Retention Period
T + 6
Records relating to deposits submitted as part of the development application process. Records include security
back up; correspondence, photographs, and final refund records.
D-4600-001 Plans I
Records relating to scrolled paper plans and Mylar plans as part of the development application process. Paper
plans are discarded and Mylar plans are retained permanently.
D-4700-001 Sewer Videos C + 20
Records relating to videos of sewers once development has been completed.
D-5000-001 Building, -General C + 6
Records relating to building, plumbing and permits that cannot be classified elsewhere.
D-5100-001 Building & Plumbing Permits P
Records relating to building and plumbing permits. This record series may include applications, drawings, forms,
inspection reports, orders and enforcement.
D-5110-001 Fire Prevention Permits 0
Records relating to, schematic diagrams/drawings of fire emergency systems for major commercial buildings,
schools, churches, community centres and city owned facilities for. This record series may include Building Permit
Application or Property Information, site servicing, hydrants, water supply lines, fire department connections., etc.
D-5200-001 Building Permit Statistics Reports C+10
Records relating to but not limited to monthly status reports, correspondence and reports regarding building
activities.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
24
Corporate Records Retention Schedule
File Code Record Class
D-5300-001 Building Documentation/Forms
Records relating to Building Services standard forms.
D-5400-001 Geotechnical Reports
Records relating to soil information for various locations in Pickering.
D-5500-001 Certified Model Information
Records related to pre -certification associated with, and in advance.
D-5600-001 Builders (Subdivision)
Records relating to subdivision documentation, excluding agreements.
D-6000-001 Subdivision Control Records
Retention Period
S
0
S
C+10
0
Records relating to the tracking of a development process. Files are opened for every registered plan,
concession and range.
Examples of sub categories that may be created for this classification.)
002 Control (records pertaining to zoning, site plan and architectural drawings, and tree preservation plans.)
003 Lawyers letter (includes a copy of survey and responses which are out of the ordinary.)
004 Part Lot Control
D-7000-001 Sustainable Pickering — General C + 6
Records relating to the Sustainable Pickering program that cannot be classified elsewhere.
D-7001-001 Programs & Special Project C + 6
Records relating to studies, research, and general education and awareness, in support of sustainability
planning and activities.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
25
Corporate Records Retention Schedule
File Code Record Class Retention Period
D-7002-001 Events C + 6
Records relating to events, and associated promotion and marketing, for corporate and community sustainability
engagement.
D-7003-001 Advertising & Promotion C + 6
Records relating to Sustainable Pickering corporate and community advertising and promotional channels, include
paid media, eNewsletters, and more.
D-8000-001 Environmental Planning C+10
Records relating to environmental planning which cannot be classified elsewhere. Records include studies and
reports related to the monitoring of environmental policies and regulations and long-range planning.
D-8100-001 Creeks & Watersheds C+35
Records relating to creeks and watersheds which cannot be classified elsewhere. Records may include watershed
studies, remediation plans, studies/reports by outside agencies and correspondence for watershed and sub -
watershed plans, environmental master drainage plans and storm water specific to the Creek.
Examples of sub categories that may be created for this classification.)
002 Duffins Creek
003 Petticoat Creek
D-8200-001 Floodplain & Stormwater Management C + 35
Records relating to flood plains and stormwater management.
D-8300-001 Natural Heritage Features C + 35
Records relating to natural heritage features which cannot be classified elsewhere.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
26
Corporate Records Retention Schedule
File Code Record Class
D-8310-001 Oak Ridge Moraine
Records relating to the Oak Ridges Moraine.
D-8320-001 Environmentally Significant Areas
Retention Period
C+35
C+35
Records relating to areas within the City of Pickering which are environmentally significant.
D-8330-001 Areas of Natural & Scientific Interest C+35
Records relating to areas within the City of Pickering which are of natural and/or scientific interest.
D-8340-001 Wetlands C + 35
Records relating to wetlands within the City of Pickering.
D-8350-001 Lake Iroquois Shoreline
Records relating the Lake Iroquois Shoreline.
D-8360-001 Woodlands
Records relating to the woodlands.
D-8370-001 Rouge Duffins Wildlife Corridor
Records relating to the Rouge Duffins Wildlife Corridor.
D-8400-001 Lake Ontario Shoreline
Records relating to the Lake Ontario Shoreline.
Excludes: Waterfront operations, activities and events.
C+35
C+35
C+35
C+35
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
27
Corporate Records Retention Schedule
File Code Record Class Retention Period
D-8500-001 Brownfields
Records relating to Brownfields.
D-8600-001 Contaminated Soils/Soil Investigations
C+10
Records relating to the identification, investigation and clean-up requirements of potentially contaminated soils.
Record series could include correspondence, consultant reports and clean-up requirements.
D-8700-001 Noise and Vibration
Records relating to noise and vibration matters in the development approval process.
D-9000-001 Mapping Services, General
Records relating to mapping services that cannot be classified elsewhere.
D-9100-001 Photography
Records of aerial photographs of the City, and prints of various sizes as well as 35 mm slides.
D-9200-001 Surveys
C+10
C + 6
0
Registered plans of surveys for roadways, expropriation plans, D Plans. Surveys have been done by Province,
Federal Government, and MPAC.
D-9300-001 4011 Plans 0
Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
28
Corporate Records Retention Schedule
File Code Record Class Retention Period
D-9400-001 40M Plan P
Registered survey of a property by Ontario Land Surveyors indicating lot size, and other pertinent information.
Originals retained by MPAC.
D-9500-001 Mapping S
Computer generated maps via CAD or geographical information systems software of different thematic design.
D-9600-001 Municipal Addressing P
Records relating to municipal addresses.
D-9610-001 Street Names General
Records relating to correspondence with regards to street naming.
D-9620-001 Street Name Listings
Records relating to a listing of pror
A = Archival Review/Selective Record Retained C
C + 6
S
Corporate Records Retention Schedule
File. Code. Record Classy , `3
Finance
F-1000-001 Finance —General
Retention Period
C + 6
Includes records relating to finance management in general that cannot be classified elsewhere. Use only when no
other heading is applicable.
F-1100-001 Letters of Credit T + 6
Records relating to letters of credit extended to developers for subdivision and site plan applications.
T= Cancellation of letter of credit.
F-1200-001 Fixed Assets T + 6
Records relating to fixed assets including supporting documentation to initial expenditure, depreciation,
amortization and disposal.
T = disposal of asset
F-1300-001 Capital Projects T + 6
Records related to large capital budgeted and funded projects.
F-2000-001 Budgets - General C + 6
Records relating to budgets in general that cannot be classified elsewhere.
F-2010-001 Current Budget— General C + 6
Records relating to the Operating Budget which cannot be classified elsewhere. Includes cost control reports and
correspondence regarding requests for financial assistance.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
30
Corporate Records Retention Schedule
File Code Record Class Retention Period
F-2020-001 Current Budget — Approved
Final Budget document as approved by Council.
F-2030-001 Current Budget — Supporting Documentation
0
C+11
Records relating to approved Corporate Current budget including correspondence, working papers, department
submissions (operating, program capital, and salary schedules).
F-2040-001 General Government Budget — Supporting Documentation C+11
Records relating to approved General Government budget including correspondence, working papers, and
department submissions.
F-2050-001 Capital Budget - General C + 6
Records relating to the Capital budget which cannot be classified elsewhere.
F-2060-001 Capital Budget —Approved P
Final Capital budget document as approved by Council
F-2070-001 Capital Budget — Supporting Documentation C + 11 .
Records relating to approved Corporate Capital budget including correspondence, working papers, and department
submissions.
F-2200-001 Debentures T + 6
Records related to debentures including debenture financing and sinking fund or instalment debentures.
T = debenture end date.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
31
Corporate Records Retention Schedule
File Code Record Class
F-2210-001 Debentures Registry
Retention Period
T+20
Records relating to the recording of purchases of debentures, maturity dates and other pertinent information. This
record series may include all records relating to the debenture registry, including memoranda of transfers,
certificates of ownership, authorities of corporations, and supporting documentation.
T = maturity
F-2300-001 Strategic Financial Plan S
Records relating to the development and final approved Strategic Financial plan. Record series includes
correspondence, working papers, departmental submissions, etc.
F-2400-001 Risk and Loss Management S
Records relating to managing risk and loss through risk financing (insurance and reserve funds) and loss control
prevention and mitigation programs). Includes risk assessments, audits, recommendations, correspondence,
program and training issues.
F-3000-001 Insurance —General C + 6
Records relating to general correspondence which cannot be classified elsewhere.
F-3010-001 Insurance Records S
Records relating to original insurance liability policies. This record series may include original policy, agents,
adjusters and premiums.
F-3020-001 Insurance Certificates . T + 6
Copies of Insurance Certificates provided to the City by any service provider conducting work for the City. Includes
supporting documentation, certificates from parties renting City property, copies of Certificates of Corporate Liability
Policies which are supplied to outside parties. T = Expiry Date of Certificate
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
32
Corporate Records Retention Schedule
File Code Record Class Retention Period
F-3030-001 Insurance Claims T + 6
Records relating to documentation of claims and actions taken upon receipt of claims to allow for issuance of funds
or statements of non -liability, an incident that may result in a claim. Includes supporting documentation and
correspondence.
T = Resolution of claim
F-3040-001 Deductible Payments — Documentation /Invoices C + 6
Includes all records relating to any third party Deductible payments. Includes correspondence, record of payment
and any other supporting documentation relative to the payment.
F-3200-001 General Ledger P
Comprehensive annual general ledger of all transactions posted to the general ledger. Also includes final trial
balance.
F-3210-001 General Ledger Account Reconciliations C + 6
Includes individual files for certain asset, liability, revenue and expense accounts which include reconciliations or
additional information to explain transactions.
F-3211-001 Accounting —General C + 6
Records related to accounting that cannot be classified elsewhere.
F-3300-001 Financial Statements P
Records include financial statements and year-end working paper supporting audited Financial statements.
Includes balance sheet, income statements, financial statements and auditors report.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
33
Corporate Records Retention Schedule
File Code Record Class Retention Period
F-3310-001 Financial Information Return C + 6
Includes the annual Financial Information Return and supporting working papers.
F-3320-001 Year End C + 6
Records relating to the year-end closing of the books and records for the City which includes various working
papers, schedules and reports. May include schedules pertaining to other annual reporting requirements.
F-3400-001 Performance Measures
Includes annual reporting and supporting working papers.
F-3500-001 Journal Entries
C + 6
0
Records include completed journal entry forms and all background documentation used to substantiate journal
entries.
F-3600-001 Bank Reconciliations/Statements C + 6
Records include bank reconciliation working papers and bank statements for general and investment accounts.
Also includes returned cheques from the bank.
F-3700-001 Investments T + 6
Records relating to the investments of the municipality, includes correspondence, confirmation certificates, bank
transfers, and supporting documentation. Also includes reference materials and the investment policy.
T = Maturity Date
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
34
Corporate Records Retention Schedule
File Code Record Class
F-3800-001 Sales Tax
Retention Period
C + 6
Records relating to individual quarterly filings as well as a copy of the original return as filed and any supporting
documents. May include correspondence on interpretations and rulings.
F-3900-001 Cash Reports (Non Tax or A/R) C + 6
Records relating to daily cash transactions. Includes batch listings retained in binders by batch # and cashier
reports including actual receipts indicating payee and GL Account Number, which are filed by month and by date,
and daily cash reports from facilities.
Excludes: Cash receipts for Tax payments and A/R transactions.
F-4000-001 Accounts Payable C + 6
Records relating to Accounts Payable in general. Includes records relating to the accounts payable function in
general that cannot be classified elsewhere.
F-4010-001 Vendor Files C + 6
Records relating to accounts payable and include invoices and cheque copies, purchase orders, cheque
requisitions, receiving reports, and other background information.
F-4020-001 Input Batches C + 6
Records include the batch report which is used to balance against the invoices, filed in batch number order.
F-4030-001 Cheque Run Reports C + 6
Records include reports generated relative to each cheque run. Reports include but are not limited to the Cheque
Retrieval listings and the Cheque Listing. Filed in batch number order.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
35
Corporate Records Retention Schedule
File Code Record Class
F-4040-001 A/P Adjustments Cancelled Cheques
Retention Period
C + 6
Records include Accounts Payable Reports and supporting documentation. Reports include, but not limited to, the
Cancelled Cheque Listing and the Adjustment Reports. Filed in batch number order.
F-4100-001 Payroll —General C + 6
Records relating to the administration of payroll services for the municipality.
F-4110-001 Payroll Register C + 6
Records relating to each employee's payroll history. Hours deductions, basic and net pay are recorded and filed in
a binder by pay period and year and sorted by department/branch. Also includes a master control register which
provides year to date (YTD) data.
F-4120-001 Payroll Employee Files T+55
Payroll history supporting documentation. Including original Action Notices, TD1 form, banking details and change
of address. A separate file is retained for each employee and arranged alphabetically by surname.
F-4130-001 T4'S C + 6
Annual printout of employee TAs. Includes year-end reconciliations and manually amended T4's.
F-4140-001 Payroll Timesheets C + 5
Records associated with the individual time entry by employees into the payroll system.
F-4150-001 Pension Financial Reporting C + 6
Records relating to pension remittances, leave/part-time calculations and annual reporting requirements.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
36
Corporate Records Retention Schedule
File Code Record Class
F- 4160-001 Benefit Remittances
Records relating to monthly remittances.
F-4170-001 Employee Payroll Calculations — General
Records relating to various payroll calculations and general correspondence.
F-4200-001 Tax - General
Retention Period
C + 6
C + 6
C + 6
Records relating to tax revenue in general, including calculations, which cannot be classified elsewhere.
Includes merge reports, returned mail, ad samples, MPAC street index, and equipment correspondence.
F-4210-001 Tax Registrations W
A permanent record of accounts registered with the Registry Office/Land Titles Division for Tax Sale includes tax
sale extension agreements.
F-4220-001 Tax Certificates C + 6
Records relating to letters from lawyers requesting tax certificate.
F-4230-001 Tax Account Changes C + 6
Records relating to change of ownership information, mailing address changes, mortgage company changes and
MPAC sales listings.
F-4250-001 Tax Apportionment C + 6
Reports generated once per year, regarding Land Division / Severance where alterations to the Assessment Rolls
are required.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
37
Corporate Records Retention Schedule
File Code Record Class Retention Period
F-4260-001 Payment In Lieu of Taxes C + 15
Records relating to those who make payments to the City in lieu of taxes.
F-4300-001 Assessment/Tax Rolls/Tax Registration P
Original assessment rolls and tax collector's rolls for the City of Pickering.
F-4320-001 Assessment Changes — Commercial/Industrial/Multi Residential C + 6
Records regarding complex changes in assessment due to capping and clawbacks.
F-4400-001 Assessment Review Board — General C + 6
Records relating to the Assessment Review Board.
Examples -of sub categories that may be created for this classification.)
002 Notice of Hearings
003 Notice of Decisions - Withdrawn
F-4410-001 Cancellation, Reductions and Refund Write Offs C + 6
Records relating to cancellation, reduction and refund of taxes and the process of assessment review and the
journal entry binder. Including applications, write-offs, notices of decision, hearings, and reconsideration.
Examples of sub categories that may be created for this classification.)
002 Write Off Applications
003 WTX Journals
F-4500-001 Local Improvement 7
Records relating to Local Improvements indexing rates, correspondence and petitions for work. Records include
project details, notice to taxpayers and listing of all assessment roll numbers affected.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
38
Corporate Records Retention Schedule
File Code Record Class
F-4600-001 Tax Payments
Records relating to tax payments.
Examples of sub categories that may be created for this classification.)
002 Pre -authorized Tax Payment Applications
003 Payment stubs maintained in daily batch order
004 Pay Journals
005 Balance Adjustment Journals
006 Post Dated Cheque listings
007 Post Dated Entry Listing
008 Mortgage Payments
F-4620-001 Tax Month -End Reports
Retention Period
C + 6
C + 6
Month -end reports generated regarding Tax Payments including: penalties, status of accounts in arrears and the
A/R & GL reports.
F-4630-001 Year End Outstanding Lists
Reports generated through the Tax system.
F-4650-001 Levies
Records relating to levies including calculations and development charges.
Examples of sub categories that may be created for this classification.)
002 Vacancy Rebate Applications
F-4660-001 Tax Collections
Records relating to tax arrears which include collection letters.
C + 6
C + 6
C + 6
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
39
Corporate Records Retention Schedule
File Code Record Class Retention Period
F-4670-001 Tax Liens C + 6
Records relating to liens placed on tax accounts due to non payment of utilities and enforcement matters.
Examples of sub categories that may be created for this classification.)
002 Snow Removal
003 Clean & Clear Enforcement
004 Hydro Arrears
005 Water Arrears
F-4700-001 Account Receivables C + 6
Records relating to Accounts Receivable in general that are not classified elsewhere.
F-4710-001. Outstanding Listing C + 6
Records relating to monthly reports generated through the Accounts Receivables system, which identifies the
status off all Receivables accounts.
F-4720-001 Invoice Batches C + 6
Records relating to invoice batches, requisition supporting documentation, and batch listing per each invoice batch.
Filed in binders in sequential order.
F-4730-001 AIR Cash Receipts C + 6
Records relating to daily revenue transactions for Accounts Receivable transactions only. Includes batch listings
which are retained in binders by batch # and the actual receipts which are filed by month and by date.
Excludes: Cash receipts for other transactions.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
40
Corporate Records Retention Schedule
File Code Record Class
F-4740-001 A/R Write Offs/Adjustments
Retention Period
C + 6
Records containing batch listings and supporting documentation for adjustments and accounts no longer
collectable. Includes interest write-offs. Filed in binders in batch number order.
F-4800-001 Grants and Subsidies C + 6
Records relating to the receipt or provision of monies by means of acquiring or issuing grants and subsidies. This
file series may include all grant applications, correspondence, grant revenue information, and other related
documents and records for the municipality.
F-4900-001 Capital Projects T + 6
Records relating to Capital Projects which are defined as "long-term" projects. Records include correspondence,
schedules and minutes regarding contract approval, tendering and analysis relating to each capital project and
projects for consideration in the Government Funding programs "including claims submitted for reimbursement.
T = Completion of project
F-4910-001 Reserves, Reserve Funds and Trusts T + 6
Records relating to reserves and reserve funds and trust accounts including copies of any motions related to the
account, monthly interest distribution working papers, regular analysis of funds, schedules showing balance and
commitments.
T=Closing of reserve fund / account.
F-4920-001 Development Charges C + 6
Records relating to Development Charges including detailed back-up of monthly summaries regarding collections
and distributions.
F-5000-001 Purchasing - General C + 6
Records relating to purchasing in general that are not classified elsewhere.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
41
Corporate Records Retention Schedule
File Code Record Class Retention Period
F-5010-001 Supplier Applications S
Records relating to suppliers of goods and services. May include information about the goods and services, price
lists and promotional material.
F-5030-001 Specialty Print and Promotions 2
Records include background information for special type of orders that are not purchased on a regular basis.
Records valued for reference and to reduce research time for similar future purchases.
F-5100-001 Purchase Orders C + 6
Records relating to purchase orders for the purchase of goods and services showing confirmation of an order.
F-5110-001 Blanket Purchase Orders T + 2
Records relating to blanket purchase orders including back-up material. Files arranged by Purchase Order # and
may include a copy of the pricing page of the original quote.
T = expiry of term.
F-5300-001 Formal Quotations C + 6
Records include documentation regarding the quotation call, original quotation submissions and any
correspondence relating to the quotation call.
F-5400-001 Tenders C + 6
Records include documentation regarding the tendering call, original tendering documents, bid submissions and
any correspondence relating to the tendering call. Series includes any Tenders issued through a co-operative
bidding process.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
42
Corporate Records Retention Schedule
File Code Record Class
F-6000-001 Audit - General
Retention Period
C + 6
Records related to auditing that cannot be classified elsewhere. Use only if no other heading is applicable.
F-6010-001 Audit - Internal C + 6
Records relating to monitoring the integrity of accounting and management controls of municipal programs. This
record series may include audits, such as audit systems tests, and other financial and procedural audits.
F-6020-001 Audit - External
Records relating to external auditor's financial audit reports.
C + 6
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
43
Corporate Records Retention Schedule
File Code Record Class
Legal
L-1000-001 Law -General
Records relating to legal matters not classified elsewhere.
L-1100-001 Legislation & Regulations
Records relating to acts, bills and regulations involving all levels of government.
L-1300-001 Legal Opinions
Records relating to legal opinions provided by the Solicitor for the City.
L-2000-001 By-laws — General
Retention Period
C + 6
C + 6
C + 6
Records relating to general correspondence regarding by-laws that cannot be classified elsewhere.
L-2100-001 By-laws -Originals
Original by-laws approved and signed by the Mayor and the Clerk (or their designate).
L-2110-001 Road Dedication By-laws
Records relating to road dedication by-laws.
L- 2120-001 Part Lot Control By-laws
Records relating to part lot control by-laws.
C + 6
C + 6
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
44
Corporate Records Retention Schedule
File Code Record Class
L-2200-001 By-law Enforcement — General
Records relating to by-law enforcement which cannot be classified elsewhere.
L-2210-001 Property Standards - General
Retention Period
C + 6
C + 6
Records relating to general correspondence regarding property standards complaints/issues which cannot be
classified elsewhere.
Example of sub categories that may be created for this classification.)
002 Graffiti
003 Eyes on the Street
L-2220-001 Parking — General
Records relating to general correspondence regarding parking complaints/issues.
Examples of sub categories that may be created for this classification.)
002 CRPD Listings
003 CRC Listing
004 MTO/ARIS Order Product
005 Vehicle Impounds
L-2230-001 Paid Parking Tickets
Paid parking tickets
T = payment of fine
L-2240-001 Cancelled/Withdrawn/Dismissed Parking Tickets
C + 6
T + 2
1
Parking tickets which have been cancelled, withdrawn, dismissed, acquitted or where the conviction has been
struck.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
45
Corporate Records Retention Schedule
File Code Record Class
L-2250-001 Officer Notebooks
Inspection and activity notebooks.
L-2300-001 Business Licences — General
Records relating to business licensing.
Examples of sub categories that may be created for this classification.)
002 Body Rub Parlours/Attendants
003 Home Based Businesses
004 Carnival/Parades/Fairs
L-2310-001 Animal Licences
Records relating to the licensing of dogs and cats.
002 Dogs
003 Cats
L-2320-001 Lottery — General
Records relating to lotteries not classified elsewhere.
L-2321-001 Charity History File
Retention Period
T + 6
C + 6
2
C + 6
T + 6
Records relating to the eligibility requirements for organizations/charities applying for lottery licences.
L-2322-001 Bingo Licences C + 6
Records related to Bingo licences issued to approved organizations/charities, including application, bingo licence,
financial reports and supporting documentation.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
46
Corporate Records Retention Schedule
File Code Record Class
L-2323-001 Raffle Licences
Retention Period
C + 6
Records related to Raffle licences issued to approved organizations/charities, including application, raffle licence,
financial reports and supporting documentation.
L-2324-001 Break Open ticket Licences C + 6
Records related to Break Open Ticket licences issued to approved organizations/charities, including application,
break open ticket licence, financial reports and supporting documentation.
L-2325-001 Bazaar Licences C + 6
Records related to Bazaar licences issued to approved organizations/charities, including application, bazaar
licence, financial reports and supporting documentation.
L-2330-001 Taxicabs — General C + 6
Records relating to the taxicab industry which cannot be classified elsewhere.
L-2331-001 Taxicab Drivers C + 6
Records relating to the licensing of taxicab drivers, including application forms, criminal information reports,
photograph of applicant and letters pertaining to eligibility.
L-2332-001 Taxicab Plate Owners S
Records include applications, certificates of insurance, ownership, safety standards certificate and copies of
complaints.
L-2333-001 Taxicab Brokers T + 6
Records relating to the licensing of taxicab brokers, including applications, business name/registration pertaining to
eligibility.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
47
Corporate Records Retention Schedule
File Code Record Class Retention Period
L-2334-001 Taxicab Plate Eligibility List P
Records include names of persons who have applied for taxicab plate owners' licenses.
L-2340-001 Sign Permits C + 6
Records include sign permit applications, copy of permit and any supporting documentation and correspondence.
L-2341-001 Sign Permits —Portable C+1
Records include portable sign permit applications, copy of permit and any supporting documentation and
correspondence.
L-2360-001 Tree Preservation C + 6
Records relating to the Region of Durham's Tree Preservation By-law, including applications to fell trees, copies of
permits and any supporting documentation/correspondence.
L-2400-001 Animal Enforcement —General
Records relating to the enforcement of Animal By-laws.
002 Tickets/Charges
003 Orders
L-3000-001 Courts — General
Records relating to courts that cannot be classified elsewhere.
L-3010-001 Prosecutions
Records relating to prosecution resulting from violation of by-laws.
C + 6
C + 6
T + 6
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
48
Corporate Records Retention Schedule
File Code Record Class
L-3020-001 Litigation
Retention Period
T + 6
Records relating to litigation claims made against the municipality or the municipality against another party. This
record series may include settlements, hearing transcripts and court decisions.
L-3030-001 Small Claims
Records relating to small claims court actions.
L-3200-001 Appeals and Hearings — Ontario Municipal Board
T + 6
0
Records relating to appeals, hearings and decisions from legal proceedings, documentation and transcripts. This
record series may include appeals regarding zoning, official plans, Committee of Adjustment and regulatory bodies
and boards orders.
L-4100-001 Legal Documents P
Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by
the City Clerk and Mayor (or their designates).
Examples of sub categories that may be created for this classification.)
002 — Agreements
003 — Contracts
004 — Easements
005 — Lease Agreements
L-4110-001 Noise Agreement P
Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by
the City Clerk and Mayor (or their designates).
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
49
Corporate Records Retention Schedule
File Code Record Class Retention Period
L-4120-001 Release of Agreements P
Records relating to release of legal documents entered into by the City and another Party or Parties, executed and
signed by the City Clerk and Mayor (or their designates).
L-4600-001 City Property — General C + 6
Records relating to city property that cannot be classified elsewhere.
L-4610-001 Land Acquisitions and Sales T + 21
Records relating to the transactions of land through buying, selling and leasing. The record series may include
agreements of purchase and sale, appraisals, leases, deeds, certificates of registration and notices of applications
for approval to expropriate land.
Examples of sub categories that may be created for this classification.)
002 Purchase
003 Sale/Transfer
004 Expropriation
005 Land Exchanges
006 Leases
L-4620-001 Easements 0
Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by
the City Clerk and Mayor (or their designates).
L-4630-001 Leases/Licenses I
Records relating to legal documents (leases entered into by the City and another Party or Parties, executed and
signed by the City Clerk and Mayor (or their designates).
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
50
Corporate Records Retention Schedule
File Code Record Class Retention Period
L-4640-001 Right of Re -Entry 0
Records relating to legal documents entered into by the City and another Party or Parties, executed and signed by
the City Clerk and Mayor (or their designates).
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
51
Corporate Records Retention Schedule
File Code Record Class Retention Period
Operations
0-1000-001 Engineering & Public Works —General C + 6
Records relating to Engineering &Public Works which cannot be classified elsewhere.
0-1100-001 Equipment Management C + 6
Records relating to works equipment. This records series may include purchase, maintenance, registration,
warranties and disposal/replacement records.
0-1130-001 Fleet Management T + 2
Records relating to vehicles that the municipality leases, owns and operates. Record series may include
maintenance records, registrations, vehicle histories, warranties, and disposal of vehicle records.
0-1200-001 Works Yard/Depots —General C + 6
Records relating to general correspondence regarding the works yard and depots.
0-1300-001 Works Projects T + 2
Records relating to pre -contract records and background information on capital projects leading up to a contract.
0-2000-001 Roads — General C + 6
Records relating to roads and highways within the City that cannot be classified elsewhere.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
52
Corporate Records Retention Schedule
File Code Record Class Retention Period
0-2010-001 Roads Maintenance
Records relating to the inspection, maintenance, repairs and cleaning of roads.
Example of sub categories that may be created for this classification.)
002 Roadside Maintenance (mowing and removal of debris)
003 Surface Maintenance (sweeping, flushing, repairs, resurfacing, sealing and replacement)
0-2020-001 Roads Construction
Records relating to road construction. Use only if no other heading is applicable.
0-2030-001 Bridges and Culverts
Records relating to installation, condition, maintenance and repair of bridges and culverts.
Inventories retained until structure is replaced.
0-2040-001 Winter Control
C + 6
C+10
C+20
C + 6
Records relating to ploughing, salting and sanding of roads and sidewalks according to Council approved
standards as well as records of snow removal and disposal.
0-2200-001 Safety Devices
Records relating to traffic safety devices which cannot be classified elsewhere.
0-2210-001 Warning Signs
Records relating to warning signs.
0-2220-001 Railway Crossing
Records relating to railway crossings.
C + 6
C+10
0
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
53
Corporate Records Retention Schedule
File Code Record Class
0-2230-001 Guide Rails
Records relating to guide rails.
0-2240-001 Crosswalk/Crossover
Records relating to crosswalks and crossovers.
0-2300-001 Roads — Capital Works
Records relating to cost comparisons of road works.
0-2320-001 Roads — Surveys
Retention Period
C+10
C+10
C+15
T+25
Records relating to all types of road surveys such as legal road surveys, property surveys, control surveys, field
notes and survey field books.
0-2330-001 Roads — Reports C + 6
Records relating to statistical reports relative to roads that cannot be classified elsewhere.
0-2340-001 Roads — Accident Statistics I
Records associated with statistics reporting of accidents concerning emergency services and traffic.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
54
Corporate Records Retention Schedule
File Code Record Class Retention Period
0-2400-001 Traffic C + 6
Records relating to the flow of traffic on roads.
Examples of sub categories that may be created for this classification.)
002 Traffic Signals
003 Road Watch
004 Intersection drawings
005 Traffic reports
006 Speed limits and bumps
007 Accident statistics
008 Load restrictions
0-2410-001 Curb Cut Permits 2
Records relating to curb cut permits including applications and correspondence.
0-2420-001 Road Occupancy Permits 2
Records relating to issuing road occupancy permits and also includes moving permits.
0-2430-001 Newspaper Vending Box Permits 2
Records relating to newspaper vending box permits.
0-2500-001 Engineering — General C + 6
Records relating to engineering that are not classified elsewhere.
0-2510-001 Design Standards S
Records include models on which designs are based.
Examples of sub categories that may be created for this classification.)
002 Design Criteria
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
55
Corporate Records Retention Schedule
File Code Record Class Retention Period
0-2530-001 Road Inventories/Studies T + 6
Records relating to road inventories and studies that are not classified elsewhere.
0-2540-001 Road Needs Study C + 6
Records relating to road needs study categorizing road reconstruction priorities. (e.g. "now", "10 years", etc.)
0-2550-001 Road Cost Study C + 6
Records relating to the analysis of road reconstruction versus overlay.
0-2560-001 Status of Roads C + 6
Records relating to the status of roads assumed or unassumed by the City.
0-3000-001 Works — General C + 6
Records relating to works that cannot be classified elsewhere.
0-3100-001 Sidewalks C + 6
Records relating to sidewalk repair, restoration, and sidewalk ramps.
0-4000-001 Subdivision Servicing — General C + 10
Records relating to services and provision of services in subdivisions. .
0-5100-001 Signs C + 6
Records relating to the manufacture and installation of all signs including stop signs, parks signs, arrow signs, road
markings, street name signs and service club signs.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
56
Corporate Records Retention Schedule
File Code Record Class Retention Period
0-5200-001 Utilities — General
Records relating to general correspondence for utilities that cannot be classified elsewhere.
Examples of sub categories that may be created for this classification.)
002 Hydro
0-5260-001 Ontario Power Generation
Records relating to Ontario Power Generation.
0-5300-001 School Crossing Assistance Program
C + 6
C + 6
C + 6
Records relating to the school crossing program whether it involves Adult Crossing Guards employed by the City or
school patrol done by the students.
0-6000-001 Water Control T+15
Records relating to installations, plans, inspections, breakage and repair reports, control usage reports, meter
installation and reports, special tests and complaints. This record series may include construction and water main
failure work reports.
0-6600-001 Drainage C + 6
Records relating to the policy and procedures, design, construction, maintenance and management of drains and
drainage systems. This record series may include assessments, claims, specifications engineering drawings and
reports, permit applications, by-laws, grants, and erosion reports.
0-6700-001 Lot Grading
Records relating to lot grading.
C+20
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
57
Corporate Records Retention Schedule
File Code Record Class Retention Period
0-6800-001 Storm Sewers P
Records relating to the design, construction and management of storm sewers.
0-7000-001 Waste Management P
Records relating to waste management planning, waste disposal, waste processing, environmental audits,
guidelines for recycling and composting sites and protocol for the development of sites.
0-7010-001 Waste Disposal Sites 7
Records relating to current and inactive/perpetual care sites, including inventory and mapping of former waste and
industrial sites, reports, correspondence, drawings, plan, and lab results.
0-8000-001 Building and Property Management — General C + 6
Records relating to City owned property which cannot be classified elsewhere.
0-8100-001 Parks & Open Space —General C + 6
Records relating to Parks and Open Spaces which cannot be classified elsewhere.
0-8110-001 Walkways & Trails C + 6
Records relating to the management, maintenance and repairs, including correspondence and inventories of
walkways and trails.
0-8120-001 Playground Equipment C + 6
Records relating to equipment repairs, replacement, upgrades and vandalism.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
58
Corporate Records Retention Schedule
File Code Record Class Retention Period
0-8130-001 Arboriculture & Floriculture C + 6
Records relating to tree removal, stump locations, planting, trimming, pruning, preservation, work orders and calls
and records relating to horticulture, floral beautification and the downtown floral program.
0-8140-001 Grounds Maintenance C + 6
Records relating to grass cutting, turf maintenance, ball diamond screening, and litter pick-up.
0-8200-001 Building & Facilities Operation C + 6
Records relating to operations of the City's buildings and facilities including correspondence relative to fees and
agreements.
0-8230-001 Work Orders 2
Records relating to requisitions for maintenance work activities.
0-8240-001 Systems Maintenance 2
Records relating to reports and correspondence dealing with maintenance systems at City facilities including ice
temperatures and pool tests.
0-8250-001 Security S
Records relating to requests, logs and other records regarding the security of offices, facilities and properties such
as security passes and control of keys.
0-8320-001 Architectures/Structure S
Records relating to envelope, roofing, waterproofing, sealing, designated / hazardous materials including
correspondence and reports. A separate file is maintained for each facility.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
59
Corporate Records Retention Schedule
File Code Record Class
0-8330-001 Mechanical/Electrical
Retention Period
S
Records relating to plumbing, electrical, HVAC, elevators, life safety systems, and energy conservation including
correspondence and reports. A separate file is maintained for each facility.
0-8340-001 Projects T+ 6
Records relating to projects relative to a specific location within the facility including correspondence, quotes and
reports.
0-9000-001 Environment & Pollution — General C+10
Includes records relating to the environment and pollution that cannot be classified elsewhere. Records may
include copies of reports and correspondence.
0-9100-001 Energy Management C+10
Includes records relating to energy management that cannot be classified elsewhere. Records may include copies
of reports and correspondence.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
60
Corporate Records Retention Schedule
File Code Record Class Retention Period
Services
S-1000-001 Culture & Recreation Services —General C + 6
Includes records relating to recreation and cultural services, programs and facilities available to the public which
are not covered elsewhere in this section.
S-2000-001 Services and Programs
Records include information relating to the administration, scheduling and offering of programs, memberships
and program registration.
S-2100-001 Facility Permits 2
Rental booking permits for all City owned buildings and facilities including boardrooms, halls, fields, ball diamonds
and arenas.
S-3010-001 Animal Services C + 6
Records relating to animal control in the City of Pickering including call -out records, inquiries and complaints.
Examples of sub categories that may be created for this classification.)
002 Livestock Valuer
S-3011-001 Pound Book
Records from the Animal Services Shelter.
S-3020-001 Senior Citizen Services C + 6
Records relating to programs and activities organized through the Senior Citizens facilities owned by the City of
Pickering.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
61
Corporate Records Retention Schedule
File Code Record Class Retention Period
S-3040-001 Waterfront C + 6
Records relating to the waterfront of the City of Pickering.
S-3050-001 Libraries C + 6
Records relating to the administration, and the use and operation of public libraries maintained by the City of
Pickering.
S-3060-001 Museums and Art Galleries C + 6
Records relating to the administration, use and operation of museums maintained by the City of Pickering.
S-4000-001 Events & Organizations — General C + 6
Includes records of organizations and events which cannot be classified elsewhere.
S-4100-001 Organizations C + 6
Includes Community and Ratepayers Associations, Kinsmen Clubs, Rotary Club, Scouts and Cubs, Y.W.C.A.
S-4210-001 Proclamations 2
Records relating to requests for proclamations.
S-4220-001 Awards 2
Records relating to awards and includes correspondence and Council directives.
S-4230-001 Flag Raising 2
Records relating to requests for flag raisings.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
62
Corporate Records Retention Schedule
File Code Record Class Retention Period
S-4240-001 Filming - C + 6
Records relating to filming on City owned property and private property within the City of Pickering.
S-5000-001 Fire, Safety, Protection, and Emergency Planning — General C + 6
Includes records regarding fire, safety and protection which cannot be classified elsewhere.
S-5010-001 Dispatch Reports C + 6
Records relating to all calls made.
S-5020-001 Daily Station Reports C + 6
Records relating to the daily log for each station's activities
S-5040-001 Fire Fighting Component C + 6
Records relating to equipment. Including records relating to the purchasing procedures, justification,
specifications, issue, testing, maintenance and repairs.
Examples of sub categories that may be created for this classification.)
002 Vehicle tools
003 Equipment inventory
004 Personal protective clothing
005 Breathing apparatus/breathing tanks
006 Rescue equipment and vehicles
S-5100-001 Fire Code Regulations
Records relating to Fire Code Regulations.
S
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
63
Corporate Records Retention Schedule
File Code Record Class
S-5110-001 Fire Plans
Retention Period
S
Schematic diagrams of fire emergency services for major commercial buildings, schools, churches, community
centres and City owned facilities.
S-5200-001 Fire Code Inspections T+ 6
Includes inspections of businesses, building, institutions and homes to ensure fire safety practices are being met.
S-5210-001 Institution Inspections T+ 6
Includes inspections of institutions to ensure fire safety practices are being met.
S-5300-001 Fire Investigations T+ 6
Includes records relating to the investigation of individual fire incidents. File may include photographs of fire scene,
witness statements, Ontario Fire Marshall report from investigator, copy of fire departments response report,
investigation records, notes and drawings.
S-5400-001 Fire Safety & Prevention Programs (Public Awareness) C + 6
Includes records relating to the development and delivery of fire safety and prevention programs. Also includes
records relating to community education and fire safety awareness programs administered or sponsored by the fire
department.
S-5500-001 Hazardous Materials T+ 6
Reports associated with hazardous material incidents such as chemicals and substances that pose a health and
safety hazard.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
64
Corporate Records Retention Schedule
File Code Record Class Retention Period
S-5600-001 Emergency Planning & Services S
Records relating to emergency measures planning and services provided by the municipality. This record series
may include evacuee centres in the event of a disaster, provisions of service and emergency resources and
contingency plans, including Pickering Nuclear Emergency plan used in the event of a nuclear disaster.
S-5610-001 Emergency Management— Other Agencies/Teams
Records relating to external agencies that have an impact on the City's Community Emergency Program. Includes
Regional, Provincial, and Federal.
S-5620-001 Community Emergency Events I
Records relating to any Community Emergency Event that requires the implementation of any part of our
community Emergency Management Program.
S-5630-001 Fire Hose & Hydrant Maintenance T + 2
Records relating to the maintenance and routine inspection of fire hose, flushing of fire hydrants and sprinkler
reports. This record series may include permits, reports and use statistics.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
65
Corporate Records Retention Schedule
File Code Record Class
Transportation
T-1000-001 Transportation —General
Records relating to transportation operations, which cannot be classified elsewhere.
T-1100-001 Transportation Studies
Records relating to transportation studies.
T-2000-001 Transportation Design & Planning
Retention Period
C + 6
T + 7
T+10
In-house and external studies relating to the Planning of the City's transportation network. Includes working
papers, technical reports and plans.
T-2100-001 Local Roads T + 15
Records relating to the planning and design of local roads in the City.
T-2200-001 Regional Roads T + 15
Records relating to the planning and design of Regional roads in the City.
T-2300-001 Provincial Roads T + 15
In-house and external studies relating to the planning (e.g. Expansion, widening) of Provincial roads including
highway 401 within the City. Includes working papers, technical reports and plans.
T-2400-001 Highway 407 C+10
In-house and external studies relating to the planning (i.e. expansion, extension of highway 407 within the City).
Includes working papers, technical reports and plans.
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
Corporate Records Retention Schedule
File Code Record Class Retention Period
T-2500-001 Transit General C + 10
In-house and external studies relating to transit within the City. This record series Includes working papers,
technical reports and plans.
Examples of sub categories that may be created for this classification.)
002 GO Transit
003 Durham Regional Transit
004 Greater Toronto Transit Commission
T-2700-001 Airports C+10
Records relating to the planning and development of an airport and air transportation within the City.
T-2800-001 Railways - General C + 6
Includes all records relating to the railway system in general.
Examples of sub categories that may be created for this classification.)
002 Canadian National Railway
003 St. Lawrence and Hudson
A = Archival Review/Selective Record Retained C = Current Year P = Permanent S = Superseded T = Termination of Event
CA
CITY POLICY
PICI<ERING
Policy Title: RECORDS MANAGEMENT POLICY Policy Number: ADM 060
Reference:
i
Date Originated: Date Revised:
Records Management By-law November 2008
Resolution # 48/09
Approval: Chief Ad- inistr icer Point of Contact: Deputy Clerk
I
Policy Objective
The Corporation of the City of Pickering (the "City") is comma ed to promoting and
facilitating good recordkeeping in order to support accountability and effective
government administration. The Corporation is also committed to ensuring that the right
information is provided to the right person at the right time.
The City will achieve this objective through the adherence to the Records Management
Policy and Records Retention By-law to provide for record security, ease in locating
records, minimal duplication, cost efficiency, and maximum service and access to users
Council, staff and our community stakeholders). All organizational records shall be
retained and disposed of only in accordance with the retention by-law and with this and
related polices and procedures. The retention schedules shall be developed in
accordance with all applicable laws and regulations and good business practices.
Compliance with them is mandatory on the part of all departments and employees.
The objective of this Policy is to:
Compile and maintain a comprehensive inventory of all corporate records with
the aid of a standard corporate records management software package
Laserfiche).
2. Maintain a records classification system and an efficient indexing / retrieval
system for all records created or used by the City.
3. Establish appropriate retention periods for the City's records and a cyclical
approach to transferring records from active to in -active storage and provide
efficient and prompt disposal of records when their administrative, legal and fiscal
values have ceased.
4. Preserve records of enduring value or historical significance.
Attachment 6 to Report CLK 01-26
5. Standardize the type of equipment and supplies used in the maintenance of
records within corporate facilities and provide for records management input into
the design of existing or future accommodation of City facilities.
6. Provide training for staff involved in delivering and using the Records
Management program.
7. Meet the necessary requirements to maintain a vital records program including a
disaster recovery plan.
8. Facilitate processes which eliminate or reduce the need for the creation and
retention of unnecessary records, including but not limited to forms, directives,
reports, and all manners of correspondence (letters, memoranda and emails).
9. Provide records management input into the planning and development of
systems designed to enhance information management.
10. Ensure access to all corporate records are created and maintained in an
appropriate storage medium that is cost-effective, promotes easy access in a
timely manner, and will satisfy retention requirements. Storage medium options
will include, but are not limited to micrographics, paper and imaging.
Index
01 Definitions
02 Responsibilities
03 Corporate Classification System
04 Paper/Hardcopy Records Management — Active Records Management
05 Paper/Hardcopy Records Management - In -Active Records Management
06 Paper/Hardcopy Records Management — Record Destruction
07 Paper/Hardcopy Records Management — Duplicate Copies and Transitory
Records
08 Electronic Document Management
Policy Title: Records Management Policy
olicy Number: ADM 060
Page 2 of 20
09 Records Retention at the Desktop Level
10 Electronic Mail (email)
11 Word Processing Files
12 Electronic Spreadsheets
13 Personal Organizer Files
14 Directory Architecture
15 Archiving Electronic Records & Data Preservation
Appendix 1 Transitory Records
Appendix 2 Storage Mediums
01 Definitions
01.01 Active Records - Records that are current year, current year plus
one year, or referred to on a regular basis.
01.02 Alpha -numeric - A filing system combining alphabetic and numeric
symbols to develop codes for classifying information.
01.03 Centralized Files - Records that are generated or used by more
than one organizational unit but are systematically arranged in one
location and placed under the control of one staff person.
01.04 Councillor's Records - Are considered "personal" records that are
not subject to the Act where they are not related to the discharge of
the councillors responsibilities as a member of council or to some
aspect of City Council's mandate and they are not in the custody or
control of the City. A careful analysis of all relevant factors is
required.
01.05 Destruction Certificate - A list describing the contents of a record or
group of records for which retention periods have expired and are
prepared for destruction and which demonstrates approval for
disposition.
01.06 Disposal - The process of destroying obsolete records.
cy 1 itle: Records Management Policy Page 3 of 20
Policy Number: ADM 060
01.07 Electronic mail (email) messages — Communications created, sent
or, received on an electronic mail system and include any
attachments transmitted with the message and the associated
transmission and receipt data. Email messages include those sent
or received internally or externally.
01.08 Electronic mail (email) system - Is a computer application used to
create and receive electronic messages, and to transmit electronic
messages and any other electronic documents in the form of
attachments between individual users and/or groups of users.
01.09 Electronic Records — Means any record that contains machine
readable information or information that is created, used or stored
in a digital medium. The information may be text, numbers, graphs,
line drawings, pictures, images, or sound. Includes but is not
limited to: word processing files, spreadsheet files, presentation
graphics, electronic images, databases, audio and video
recordings, voicemail, and email. Electronic records occupy media
such as magnetic disks or tapes, audio or videocassettes, and
compact or optical disks including all information stored on
Laserfiche.
01.10 Eile Integrity — Accuracy and completeness of records.
01.11 In -active Records — A series of records which are older than current
plus one year and which are not regularly accessed.
01.12 Record - Means any record of information however recorded,
created or received, whether in printed form, on film by electronic
means or otherwise and includes: correspondence, a
memorandum, a book, plan, map, drawing, diagram, pictorial or
graphic work, photograph, film, microfilm, sound recording,
videotape, machine readable record, any other documentary
material, regardless of physical form or characteristics, and any
copy thereof.
01.13 Records Inventory - An identification and qualification of all the
records under the custody and control of the City.
01.14 Retention Period - The period of time during which records must be
kept before they may be disposed of, usually in terms of years or
contingent upon an event (i.e. T = Termination).
01.15 Retention Schedule - A timetable that identifies the length of time a
record must be retained (active and in -active status) before final
disposition.
i,cy Title: Records Management Policy Page 4 of 20
i'oiicy Number: ADM 060
01.16 Transfer List- A list describing the contents of a group of records,
which are moved from an active storage area to an in -active
storage facility.
01.17 Transitory Records - Those records and email messages that are
required only for a limited time to ensure the completion of a routine
action or the preparation of a subsequent record. Transitory
records do not include records required by the City to control,
support, or document the delivery of programs, to carry out
operations, to make decisions, or to account for activities of the City
Appendix 1).
01.18 Vital Records - Records that are essential to resume or continue
the organization's operations; those necessary to create the City's
legal and financial position and/or those necessary to preserve the
rights of the City, our employees and customers.
02 Responsibilities
02.01 Director to:
a) Actively support and understand the Records Management
Policy and the procedures to ensure corporate adherence to
the requirements of the Policy.
b) Appoint a representative to the Records Management Team
to perform the roles and functions as identified in the Policy
and any supporting Procedures.
c) Provide the necessary tools and training to ensure the
effective implementation and adherence to the Policy.
02.02 Deputy Clerk to:
a) Maintain a thorough knowledge of the Records Management
Policy and supporting Procedures and relevant legislation.
b) Ensure a consistent, cost-effective, and efficient approach to
the management of corporate records.
c) Provide ongoing training and guidance to staff within their
area of responsibility to ensure compliance with guidelines
and procedures outlined in this Policy and related
procedures.
I-11,11cy Title- Records Management Policy Page 5 of 20
si;cy Number: ADM 060
d) Maintain the integrity of the records management program.
e) Establish standards for public access to corporate
information through active dissemination and routine
disclosure.
f) Establish regular communication with user departments /
divisions.
g) Assist designated Records Management Representatives
RMR") in the implementation of the program.
h) Ensure all departments / divisions are in compliance with
records management policies and adherence to established
procedures.
i) Conduct initial corporate record inventory and ensure
ongoing accuracy of it.
j) Develop and maintain the Corporate Classification Index.
k) Ensure the retention by-law is regularly reviewed for
compliance with Provincial/Federal requirements and
accurately reflects all corporate records, and ensure that
necessary revisions are submitted to Council for approval.
1) Ensure record transfers and disposals are conducted in
accordance with the retention by-law.
m) Establish a centrally managed corporate records centre
archives) and maintain an inactive records inventory.
n) In cooperation with the Information Technology Section ("IT"),
establish standards for application of storage mediums
including paper micrographics and electronic storage
systems.
o) Maintain a page on the City's Intranet and Internet through
the Laserfiche system pertaining to Records Management
RM") including Policies, Procedures, Retention By-law,
Corporate Classification Index and forms.
p) Administer the electronic RM system (Laserfiche) including
but not limited to file structure development, template design
and maintenance, report design, and process development.
olicy Title: Records Management Policy Page 6 of 20
clicy Number: ADM 060
In cooperation with IT, coordinate requests from staff for user
access rights on the electronic RM system (Laserfiche).
q) In cooperation with IT ensure that vital records are protected
in an appropriate manner so as to ensure access and use in
the event of disaster.
02.03 Information Technology Section to:
a) Maintain knowledge of the Records Management Policy and
supporting Procedures as they pertain to IT.
b) Ensure a consistent, cost-effective, and efficient approach to
the management of electronic corporate records.
c) With the assistance of the Coordinator, Records & Elections
coordinate transfers and disposals of electronic corporate
records are conducted in accordance with the retention by-
law.
d) Ensure RM software is functional and current.
e) In cooperation with the Deputy Clerk, implement industry
standards for application of electronic storage mediums.
f) In coordination with the Coordinator, Records & Elections
manage the security of the electronic RM system (Laserfiche)
including access and functionality security.
g) In cooperation with the Deputy Clerk ensure that vital records
are protected in an appropriate manner so as to ensure
access and use in the event of disaster.
02.04 Management & Supervisory staff to:
a) Ensure each unit's records are maintained in accordance
with the Records Management Policy, supporting Procedures
and the Records Management By-law.
b) Adhere to the Records Classification System and records
retention schedule approved by the City for all corporate
records.
c) Comply with records management standards for creation,
maintenance and use of records.
Po! cy Title: Records Management Policy Page 7 of 20
ol:cy Number: ADM 060
d) Ensure staff are provided the necessary training to enable
them to perform their responsibilities detailed in the Records
Management Policy, supporting Procedures and Records
Management By-law.
02.05 Records Management Representative ("RMR") to:
a) Actively participate on the Records Management Team.
b) Liaise with the Deputy Clerk regarding changes to
department/division methods, functions and structure and
request any necessary amendments to the Corporate
Classification Index.
c) Ensure departmental records are maintained and updated in
accordance with the program.
d) Manage filing supplies for the paper files and ensure storage
requirements are met.
e) Verify records transfer list, annually coordinate transfer
approvals and ensure records are properly prepared for
transfer to in -active storage.
f) Verify Destruction Certificates and coordinate necessary
sign -offs.
02.06 Users / File Clerks to:
a) Maintain records in good operational order, according to this
policy and supporting procedures, to ensure file integrity.
b) Prepare new folders when necessary.
c) Liaise regularly with RMR.
d) Notify RMR of any suggested new classifications,
modifications to the retention schedules, and any errors or
omissions listed in the records retention schedules.
e) Prepare records for transfer to inactive storage in accordance
with established procedures.
f) Effect daily disposal of email and,personal PC records and
any other records.
l itle Records Management Policy Page 8 of 20
aiicy Number: ADM 060
03 Corporate Classification System
03.01 The Classification System is alpha -numeric by subject and will be
applied to all corporate records, regardless of medium.
03.02 The Classification System will be centrally managed. Any required
changes will be done by approval of the Deputy Clerk.
03.03 The standard system is divided into primary and secondary
subjects. The six primary headings are:
A Administration
D Development
F Finance
L Law
O Operations
S Services
T Transportation
The secondary subjects represent the numeric block of a defined
job function (i.e. 1400 — Municipal Council and Standing
Committees - General) within a major business function (i.e. A —
Administration).
03.04 Occasionally, secondary subjects may be further subdivided into a
third or tertiary subject heading, when a secondary subject requires
further breakdown (i.e. A-1400-002 — Executive Committee).
03.05 All electronic files created and managed on network directories and
in the electronic RM system (Laserfiche) shall be structured and
arranged in the same order as the Corporate Classification Index.
04 Paper / Hardcopy Records Management — Active Records Management
This section addresses the Management policies to be applied to the City's paper
hardcopy records.
04.01 Where possible all active records will be centrally maintained within
work units / divisions. Corporate files should not be kept in
individual offices or desks.
04.02 Access to records containing personal information shall be limited
to staff who need access to the record in the performance of his or
her duties and if the disclosure is necessary and proper in the
discharge of City business.
Ilcy Title: Records Management Policy Page 9 of 20
1-lolicy Number: ADM 060
04.03 Filing responsibilities will be assigned to designated staff members
to ensure consistency and compliance with Procedures.
04.04 Only active records will be maintained in office in accordance with
retention schedules.
04.05 A cyclical approach to file maintenance will be employed. Where
appropriate, annual files will be created to facilitate the systematic
approach to file retention and disposition.
04.06 Active files shall be maintained in filing cabinets. Access to records
identified as highly sensitive or confidential shall be limited and
cabinets containing these records shall be locked when not in use
and at the end of every business day.
04.07 For health, safety and security reasons, records transferred to file
boxes shall not remain in office, but shall be transferred to the
appropriate in -active (or semi -active) storage facility.
05 Paper / Hardcopv Records Management — In -Active Records Management
05.01 All in -active records shall be transferred to archive storage.
05.02 A batch transfer of in -active files will be conducted annually. Ad
hoc transfers may also be conducted throughout the year, if
required.
05.03 In -active storage facilities are centrally managed and access is
restricted for security purposes.
05.04 A combination of electronic / digital, microfiche and paper mediums
will be used for the storage of in -active records. The optimum
storage medium is determined through the analysis of the record
class (Appendix 2).
06 Paper / Hardcopv Records Management — Record Destruction
06.01 Records due for disposition (as determined by the Records
Retention By-law) will be disposed of through a batch process once
per year (typically Dec -Jan).
06.02 To ensure security of confidential information, all record disposals
will be done via a shredding company.
policy Title: Records Management Policy Page 10 of 20
hcy Number-. ADM 060
06.03 The Clerks Division, in cooperation with Supply & Services, will
schedule the shredding.
06.04 Destruction Certificates must be prepared. Certificates must include
the necessary sign -off authorization for each record prior to
shredding.
07 Paper / Hardcopy Records Management — Duplicate Copies and Transitory
Records
07.01 Duplicate copies or transitory records are records that have only
temporary value and which are not required to meet statutory
obligations, set policy, establish guidelines or procedures, certify a
transaction, become a receipt or provide evidence of legal,
financial, operation or other decisions for the City. Copies of these
records may be maintained by City employees in their own offices
or elsewhere for convenient reference or other purposes. These
additional copies may be in the same format as the official record
copy or in a different format. Regardless of the medium, they are
duplicates for the purposes of retention. They are City property and
are subject to this and all corporate records management policies
and procedures.
07.02 Duplicate and transitory records shall not be specifically referenced
in the City's Records Retention By-law, but instead are subject to
the following:
a) That the duplicate and/or transitory record for a particular
record series is fully and exclusively satisfied by the record
copy.
b) Duplicate and transitory records should be discarded at the
earliest practical opportunity when they are no longer needed
for reference purposes.
c) In no case are duplicate records to be retained longer than
the time period stipulated for the record copy.
d) Duplicate or transitory records are not to be sent to the
archives or any other off -site storage.
e) Sometimes duplicate records can become "new" records and
therefore would be subject to the retention rules. For
example, when annotations of substantive value are made to
a duplicate record, that record then attains value as a
separate record, which may need to be considered a new
31'cy Title: Records Management Policy
licy Number: ADM 060
Page 11 of 20
official" record for purposes of retention (i.e. retention time
may increase).
f) Copies of certain records series for back-up or vital records
protection are to be retained in designated storage locations
for the same time periods as the corresponding record copies
i.e. microfiche copies).
08 Electronic Document Management
08.01 Laserfiche Document Management Software System provides for
the following and shall be the standard system used as a central
repository to maintain a current and accurate inventory of all
electronic corporate records retained for long-term use in
accordance with this policy and the City's Records Retention By-
law (excludes records, data, graphs, maps, plans, drawings
created in a dedicated software database system maintained
exclusively for said records, including but not limited to GIS-based
systems, Amanda, Customer Care Tracking System and Vailtech).
The Laserfiche system can be utilized for:
a) Scanning and importing tools to bring documents into the
system
b) Archiving and storing documents
c) Indexing to organize documents
d) Retrieval tools for finding records
e) Access control to provide documents to authorized users
08.02 Specific procedures shall be created for: scanning and entering
data, ensuring that all information with the images is readable and
that the accuracy of index terms is verified, revising and deleting
images, system back-ups and recovery, security and record
disposition.
08.03 The file structure within Laserfiche shall be designed to reflect the
Corporate Classification Index.
08.04 Standard indexing templates shall be managed by the. Deputy
Clerk. All records managed in Laserfiche shall be indexed using
the respective index template.
olicy Title: Records Management Policy Page 12 of 20
Okcy Number: ADM 060
08.05 The Laserfiche administrator shall be the Deputy Clerk and is
responsible for administering the file structure within Laserfiche,
conducting user training, and establishing and authoring system
documentation.
08.06 IT shall be responsible for system back-ups, security, user
permissions, and data migration and disposition.
08.07 The City is the owner of all electronic records created, received,
and/or maintained by City employees in support of the City's
mission, business operations, and other activities. They are the
City's property.
08.08 The City's ownership further extends to electronic records created,
received, and maintained by third -party contractors that pertain to
City operations and activities. These records too, are subject to
this policy.
09 Records Retention at the Desktop Level
09.01 Essentially the City's electronic records at the desktop level may be
classified into one of the following types of records: project
management data, email records, word processing files,
spreadsheets, and personal organizer files.
09.02 All employees who create and use electronic records and
information are responsible for the following:
a) Maintaining all electronic records in a manner designed to
ensure their accessibility, integrity, confidentiality,
authenticity, and usability for any and all business of the City.
b) Maintaining proper security over all electronic records. All
electronic records created, received and/or maintained on the
City's computers shall be accessible to employees as
necessary for their specific work responsibilities. The City's
information security policies and practices will govern access
and security over these records.
c) Organizing and indexing all electronic records in a manner
designed to facilitate their efficient access and use, not only
by their creator but also to other City staff who may be
required to use them.
1-hcy Title: Records Management Policy Page 13 of 20
i,Cy Number: ADM 060
d) Effecting the regular and systematic disposal of electronic
records, in accordance with the City's Records Retention By-
law and with these and other policies and procedures.
e) Promptly halting the disposal of relevant electronic records
upon notification of litigation proceedings conducted by Legal
Services.
09.03 Desktop Purge Days — All users are responsible for conducting one
or more Desktop Records Purge Days each month. All employees
are required to review all electronic records and files under their
custody and control on their I:\drive, and effect the disposal of all -
files no longer required. The RMR for each work unit is responsible
for encouraging staff to review and purge (as appropriate) their
Department / Work Unit Network Directory. Records eligible for
disposal will be deleted or purged from all storage media under
user control — hard disks, network servers and removable disks.
Note: when electronic records are deleted from desktop hard
drives, all backup copies must be deleted as well (IT back-ups
excluded).
10 Electronic Mail (email)
Notwithstanding the Personal Computer Use Policy (ADM 030) this section
addresses the email messages as records and defines policy for retention use
and disposition of emails either created on or received in the City's email system.
10.01 Email is NOT a long-term storage repository. The City's email
system is a tool to facilitate communications, and is not for the long-
term preservation and storage of City Business Records.
10.02 The maximum retention period for an.email record is 90 days after
the message i's sent or received. This 90-day retention period also
applies to drafts and attachments and archived email messages.
10.03 Storage of email messages and attachments are subject to
limitations. All employees are required to delete email messages on
a monthly basis that are no longer required.
10.04 Emails older than eighteen months will be automatically archived.
IT reserves the right to alter this time parameter should the volume
of available disk space require it.
10.05 The following types of email messages are considered records and
should be saved and filed in the same way as records:
I;cy Title: Records Management Policy Page 14 of 20
Policy Number: ADM 060
a) Messages that reflect the position or business of the
department/work unit;
b) Messages that initiate, authorize or complete a business
transaction;
c) Messages received from external sources that form part of a
departmental record;
d) Copies containing more or less information than the original
record;
e) Original messages of policies or directives;
f) Original postmaster messages, and where the information
does not exist elsewhere;
g) Messages related to work schedules and assignments;
h) Agenda and minutes of meetings;
i) Briefing notes;
j) Final reports and recommendations.
10.06 Email records shall be:
a) Filed in the corresponding electronic file;
b) Printed and filed in the work unit's central paper file system;
or
c) Saved and classified in Laserfiche prior to deleting the
message from the email system. Emails filed in Laserfiche
shall be indexed using the email template and shall include
any and all attachments.
10.07 The following types of email messages are considered transitory
records:
a) Drafts created, sent or received and used for information or
reference purposes only; where any additional information
has been incorporated into subsequent versions; or where
they are rough or working drafts that are not required to
document the steps in the evolution of a document.
Policy Title: Records Management Policy Page 15 of 20
olicy Number: ADM 060
b) Messages that are copies of information used only for
convenience of reference and not as the official record.
c) Messages in a form used for casual communication.
d) Informal messages or rough drafts that are not required as
evidence in the development of a document.
e) Miscellaneous notices of employee meetings, holidays, etc.
f) Messages received as part of a distribution list or received
from other Internet sources, solely for convenience or
reference.
10.08 Transitory emails as described in 01.06 shall be deleted from the
email system within 90-days of sending or receiving the email and
once the information is no longer of use. Transitory emails shall not
be stored on a local drive for long-term storage.
10.09 Email messages sent internally for administrative or organization
requirements are considered duplicate copies. These messages
may be deleted once the information is no longer of use to the
recipient. The onus is on the originator to ensure that the original
message is retained as a departmental record.
10.10 If you reply to any of these emails, you are adding to the copy, and
therefore, creating a new original. As the originator you must
determine if this new message is a departmental record and needs
to be retained.
11 Word Processing Files
11.01 All documents created within word processing applications
including desktop publishing applications) are considered Word
Processing Files.
11.02 Where the document is intended to produce a paper copy, the user
shall delete the original and any draft versions after the final version
is printed and placed in the work units centralized file system.
11.03 Where the electronic document is intended to be the official "file"
copy of the record, the user shall not delete it without specific or
general disposal authority, unless paper equivalents exist.
11.04 Where the electronic document is created as a word processing file
but is printed in hardcopy and requires a signature (i.e. a letter or
clicy Title: Records Management Policy Page 16 of 20
olicy Number: ADM 060
report) the electronic document shall be considered a draft or
working copy. If this record is to be retained electronically, the
signed hardcopy must be scanned into Laserfiche.
12 Electronic Spreadsheets
12.01 Where the spreadsheet is used to manipulate and evaluate data
supplied by another database, the spreadsheet shall be deleted
when the information is no longer required or within 90 days of
completing the task.
12.02 Where the spreadsheet is used as a database, regular reports shall
be generated and saved and classified into Laserfiche or printed
and filed in the work units central paper file system.
12.03 Spreadsheets used as a database shall be stored on the network
directory.
13 Personal Organizer Files
13.01 All entries on the calendar, diary, "to do" lists, address lists and all
other personal organizer application files shall be deleted when no
longer required.
14 Directory Architecture
14.01 Directories are the equivalent of a file folder used for paper records
and are used and relied on for assisting and maintaining organized
electronic files. The Corporate Directory Architecture is designed
by the IT and RIM Team. The design is intended to provide a
controlled central repository for staff use. It is imperative that
directories be carefully and logically created and maintained. Too
many or too few directories foster confusion.
14.02 C:\ Drive — The C:\drive is the hard drive on a PC. This drive is not
included in the IT file backup protocol and files stored on this drive
are not easily shared or referenced. As such, no files shall be
stored on this drive.
14.03 I:\drive — IT provides each staff member with a network drive to be
used only by that staff member. Only records of a "personal"
nature shall be stored on the employee's designated I:\drive.
Corporate records, templates or reference files shall not be stored
on the I:\drive.
olicy Title. Records Management Policy Page 17 of 20
clicy Number: ADM 060
14.04 J:\drive - Every Department/Work Unit is assigned a J:\drive. This
network drive shall be accessible by each staff member of the work
unit. The file structure on J:\drive shall be consistent with the
Corporate Classification System.
This drive shall be used to store drafts, working copies, templates
or reference files.
This drive shall not be used for long-term storage of permanent,
electronic corporate records. Files such as these shall be stored in
Laserfiche.
15 Archiving Electronic Records & Data Preservation
15.01 Records Stored in Laserfiche for long-term retention shall only be
stored in .tff format and the associated OCR files shall be in ASCII
format. Thus, providing a system of standard, non-proprietary
image and text formats, which will facilitate future conversions as
required.
15.02 Archived records shall be loaded and migrated annually to preserve
the integrity of the records and to retain the ability to retrieve,
display and use them over time.
15.03 Storage of media used for electronic archived records should be
environmentally controlled as follows:
a) maximum 20" C with relative humidity of 20-30%;
b) maximum 15' C with relative humidity of 20-40%; or
c) maximum 10" C with relative humidity of 20-50%.
I c:y Title: Records Management Policy Page 18 of 20
10olicy Number: ADM 060
APPENDIX 1
Transitory Records
Ongoing destruction or deletion of transitory records is the key to managing information
effectively and reducing records -related costs. It should be part of everyone's normal
administrative practices to "read and delete" and make good use of your recycling bin.
Common types of transitory records, which can and should be discarded as soon as
you (and all other relevant users) are finished with them:
a Miscellaneous notices or memoranda, such as "To All Staff", emails, notices of
holidays or special events, or minor information items concerning routine
administrative matters or other minor issues not pertaining directly to your
program area.
Information copies of widely distributed materials such as committee minutes,
agendas, newsletters.
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.
a Duplicate copies of documents in the same medium, which are retained only for
convenience or future distribution (e.g. extra photocopies, duplicate copies of
databases, etc.).
Personal messages (e.g. "Let's meet for lunch.).
a Phone messages (e.g. "Please return call.....).
b Publications, such as published reports, administration manuals, telephone
directories, catalogues, pamphlets, or periodicals (e.g. Municipal Matters,
Municipal Monitor).
Duplicate stocks of obsolete publications, pamphlets, or blank forms.
Unsolicited advertising materials (e.g. Brochures, company profiles, price lists,
etc.).
P,.,licy Title: Records Management Policy Page 19 of 20
PrAcy Number: ADM 060
APPENDIX 2
Storage Mediums
The following criteria shall be considered in determining the optimum storage
medium for a record series.
Retention / Optimum Storage
Access & Users Value Medium
Frequent/sin le user 7 paper
Seldom single user 7 paper
Never 7 paper--- ----j
Frequent/multiple users 7 idigital
Frequent/single user 7 & <25 digital
Seldom / single user 7 & <25 paper
Never - bulky 7 & <25 microfiche
Never - compact 7 & <25 paper
Frequent/multiple users 7 &_<25 Ldicgital
Frequent/single user 25 di ital
Seldom / single user 25 digital
Never - bulk 25 microfiche
Frequent/multiple users 25 digital _ J
r_hcy Title: Records Management Policy Page 20 of 20
c,hcy Number: ADM 060
644
DICKERING Policy
Procedure Title: Freedom of Information and Protection of
Privacy Policy
Policy Number
ADM 050
Reference
Municipal Freedom of Information
and Protection of Privacy Act,
1990, as amended
Resolution # 211/16
Approval: Chief Adrt i ative
Date Originated (m/d/y)
November 26, 2007
er
Date Revised (m/d/y)
June 2009
October 2016
Point of Contact: City Clerk
Pages
11
Policy Objective
The City of Pickering is committed to providing a right of access to information under the control
of the City in accordance with the principles of the Municipal Freedom of Information and
Protection of Privacy Act, 1990 (the Act), as amended. The Act establishes rules for
municipalities to follow to ensure access to information and the protection of individual privacy.
The objectives of this policy are to:
1. Ensure fair and equitable access to corporate records and that necessary exemptions from
the right of access are limited and specific.
2. Identify staff roles and assign responsibility regarding the use and disclosure of corporate
information.
3. Commit to protecting the privacy of individuals with respect to personal information held by
the City and to provide individuals with the right of access to their information.
4. Establish guidelines for processing requests for information within the timeline restrictions
imposed by the Act.
5. Communicate offenses and liabilities as stated in the Act.
Index
01 Definitions
02 Responsibilities
03 General
04 Access Process
Attachment 7 to Report CLK 01-26
05 Forms
06 Offenses and Liability
Appendix 1
Appendix 2
Application for Access/Correction to Records Form
Fee Schedule
01 Definitions
01.01 Control — the power or authority to make a decision about the use or disclosure
of a record.
01.02 Custody — the keeping, care, watch, preservation, or security of a record for a
legitimate business purpose. While physical possession of a record may not
always constitute custody, it is the best evidence of custody.
01.03 FOI Coordinator — for the purposes of this policy and related procedures, the
City Clerk (or designate), is designated as the FOI Coordinator.
01.04 Head — for the purposes of the Act, the Head is Council, which has delegated its
powers and duties to the City Clerk by By-law. However, the Head still remains
accountable for actions taken and decisions made under the Act.
01.05 Information and Privacy Commissioner (IPC) — the Information and Privacy
Commissioner of Ontario is appointed by the Lieutenant Governor in Council.
The Commissioner is an officer of the Legislature and is independent of the
government. The Commissioner hears appeals of decisions made by Heads of
institutions, issues binding orders, conducts privacy investigations, and has
certain powers relating to the protection of personal privacy.
01.06 Personal Information — recorded information about an identifiable individual
not a corporation, partnership or sole proprietorship), including information
relating to:
a) Race, national or ethnic origin, color, religion, age, sex, sexual orientation
or marital or family status of the individual;
b) Education, medical, psychiatric, psychological, criminal or employment
history, financial transactions;
c) Any identifying number, symbol, address, telephone number, fingerprints
or blood type;
d) Personal opinions or views of the individual except if they relate to
another individual, and views or opinions of another individual about the
individual;
e) Correspondence sent to the City which is implicitly or explicitly of a
private or confidential nature and includes replies to the correspondence;
and
Policy Title: Freedom of Information and Protection of Privacy Policy
Policy Number: ADM 050
Page 2 of 11
f) The individual's name if it appears with any other personal information.
A Personal Information Bank (PIB) is a collection of personal information that is organized
and capable of being retrieved using an individual's name or an identifying number or
particular assigned to the individual.
01.07 Record — any information however recorded, whether in printed form, on film,
by electronic means or otherwise, and includes: correspondence, memoranda,
books, plans, maps, drawings, diagrams, pictorial or graphic works,
photographs, films, microfilms, sound recordings, videotapes, machine-readable
records, and social media documentation.
01.08 Request, Complete — a request for records which sufficiently describes the
record sought to enable an experienced employee of the City, exercising
reasonable effort, to identify the record. The application fee must accompany
the request.
01.09 Request, Formal — a request for access to or copies of a record which is
submitted in writing detailing the requested records, and is dated and signed by
the requester. This type of request should be received only after the informal
request has been denied.
01.10 Request, Informal — a verbal request for access to or copies of a record. May
also be referred to as an over-the-counter or routine request. All requests
should begin informally and requesters should only formally submit a request as
a last resort.
01.11 Routine Disclosure — the routine or automatic release of certain types of
administrative and operational records in response to information, rather than
formal requests.
01.12 Third Party — any person, group of persons or organization whose interest
might be affected by disclosure, other than the person, group of persons, or
organization making a request for access. Where the third party is an individual,
another person may in some cases, exercise his/her right.
02 Responsibilities
02.01 Head to:
a) Maintain a thorough knowledge of this Policy and the principles of the
Act.
b) Ensure the FOI Coordinator and all FOI Representatives are
appropriately abiding by the principles of the Act.
c) Ensure that reasonable measures respecting the records in the custody
or under the control of the institution are developed, documented, and
put into place to preserve the records in accordance with any
Policy Title: Freedom of Information and Protection of Privacy Policy
Policy Number: ADM 050
Page 3 of 11
recordkeeping or records retention requirements, rules or policies that
apply to the City.
02.02 Department/Division Head to:
a) Understand this policy and the principles of the Act.
b) Appoint a minimum of one Departmental FOI Representative to perform
roles and responsibilities as defined by Section 02.05.
Ensure proper notice is given to the public prior to the collection of any
personal information.
Ensure that all personal information is managed in accordance with this
policy and applicable privacy legislation.
02.03 Employee to:
a) Become familiar with this Policy.
b) Have a sound knowledge of records within their scope of responsibility,
which qualify for routine disclosure.
c) Make recommendations to their FOI Department Representative
regarding routine disclosure.
d) Forward formal requests for information which are not common to their
usual course of business to the FOI Coordinator.
e) Protect personal information to which they have access to or custody of.
f) Minimize the collection of personal information to only that which is
necessary.
02.04 FOI Coordinator (Head) to:
a) Maintain a thorough knowledge of the FOI Policy and information request
procedures.
b) Receive formal requests and coordinate those requests with Department
FOI Representatives to comply with legislated time requirements.
c) Communicate with requesters to clarify requests, issue notices, and
respond to enquiries.
d) Communicate with the Commissioner's Office to respond to enquiries
and seek clarification and direction regarding appeals.
Seek legal advice from the City Solicitor respecting disclosure decisions
and appeals, as required.
Policy Title: Freedom of Information and Protection of Privacy Policy Page 4 of 11
Policy Number: ADM 050
f) Make decisions relative to record disclosure.
g) Determine or waive fees in accordance with Regulations.
h) Conduct FOI Training and orientation.
i) Develop and maintain procedures relative to the FOI Policy.
02.05 FOI Department Representative to:
a) Maintain a thorough knowledge of the FOI Policy and information request
procedures.
b) Compile all records within their area of responsibility relative to the scope
of the request, review these records, and submit preliminary disclosure
recommendations to the FOI Coordinator.
c) Coordinate requests with FOI Coordinator to comply with legislated time
requirements.
d) Participate in FOI training.
e) Meet as required with FOI Coordinator and other FOI Department
Representatives to discuss related issues.
f) Provide guidance to staff within their area of responsibility to ensure use
and disclosure of information is in compliance with guidelines and
procedures outlined in this policy and related procedures.
g) Review all FOI request files with Director prior to returning file to FOI
Coordinator.
02.06 City Solicitor to:
a) Maintain a thorough knowledge of the FOI Policy and information request
procedures.
b) Represent the City in defending the City's decision on an appeal.
c) Provide legal advice to FOI Coordinator respecting disclosure decisions,
as required.
03 General
03.01 Every person (including Corporations), has the right to request records under
the custody and control of the City. The City is not obligated to create a record
in response to a request," and the City has no right to question the purpose for
the request.
03.02 The Act provides that information available to the public before the Act came
into force must continue to be available, except personal information. Routine
Policy Title: Freedom of Information and Protection of Privacy Policy
Policy Number: ADM 050
Page 5 of 11
disclosure or usual "over the counter" responses to enquiries should continue
outside the procedures set out.
03.03 Electronic records — instant messages and emails are forms of electronic
correspondence and are considered records under the Act, regardless of the
tool or service used to create them.
04 Access Process
04.01 Informal Request — where possible, requests should be handled through the
informal request/routine disclosure process. Regardless of where or how a
request is submitted, staff should direct the requester to the area of
responsibility respecting the requested information. The employee is to open
dialogue with the requester to discuss the nature of the request and the type of
records at issue with a view to determine whether the matter should be handled
informally or by means of a formal request under the Act. Typically, if the
request is simply for information or for an answer to a question, no specific
record is desired. Therefore, the request is considered to be "informal". If a
specific record is requested, the employee shall verify that the record is classed
as a public record and qualifies for routine disclosure. Otherwise, the requester
is directed to complete a "formal" Application for Access/Correction of Records
see Appendix 1).
04.02 Formal Request — once it has been determined that a formal request is needed,
an Application for Access/Correction of Records form is to be completed. The
Application is available in the Clerk's Office and on the City's website
www.pickering.ca. All formal requests for information are immediately
forwarded to the FOI Coordinator along with the $5.00 mandatory application
fee (see Appendix 2 for Fee Schedule).
04.03 The FOI Coordinator contacts the necessary FOI Department Representatives
to arrange for collection of records pursuant to the scope of the request. Along
with the requested records, the.FOI Department Representative will provide the
FOI Coordinator with a preliminary recommendation regarding the disclosure of
records.
04.04 The FOI Coordinator is responsible for determining disclosure. Under the Act,
there are two types of exemptions that must be considered when assessing
whether information is to be disclosed:
a) Mandatory Exemptions — requiring the institution to refuse disclosure of
the record. Such records include:
information pertaining to intergovernmental relations; if the information
was received in confidence;
third party information that reveals a trade secret or scientific,
technical, commercial, financial or labour relations information, if
supplied in confidence, and where disclosure could prejudice the
interests of the third party;
Policy Title: Freedom of Information and Protection of Privacy Policy
Policy Number: ADM 050
Page 6 of 11
personal information about individuals other than the requester.
b) Discretionary exemptions — requiring an institution to apply discretion and
good judgment when determining whether or not to disclose the record.
Such records include:
Draft by-laws, records of closed meetings where such are authorized
by statute;
Advice or recommendations within the organization;
Law enforcement records;
Information which could prejudice the financial or other specified
interests of the organization;
Solicitor -client privileged information;
Information which could endanger the health or safety of an individual;
Information already available to the public or soon to be published.
Although the above -noted exemptions provide direction as to what must or may
be considered when assessing whether or not to disclose, there are times when
the above exemptions do not apply:
if a compelling public interest outweighs the purpose of the
exemption; or
if there is a grave environmental, health or safety hazard, regardless
of whether or not a formal request for information has been made.
04.05 The FOI Coordinator shall issue a Notice of Decision and any other required
Notices to the requester within the prescribed 30 days.
04.06 Fee Estimates — in accordance with the Regulations under the Act, the FOI
Coordinator and the FOI Department Representative shall estimate the
processing, searching and copying fees, based on the scope and nature of the
request. If fees are estimated to be greater than $25.00, then the requester
must grant permission to proceed.
04.07 Response Time limitation — the Act dictates that the Notice of Decision must be
issued to the requester within thirty (30) days of receipt of a completed request.
If a request is deemed incomplete or too vague and must be clarified, then the
thirty (30) days starts after clarification and the $5.00 application fee is received.
04.08 Time Extension — the Act provides that the Head may extend the thirty day time
limit in the following circumstances:
Policy Title: Freedom of Information and Protection of Privacy Policy
Policy Number: ADM 050
Page 7 of 11
a) The request is for a large number of records or staff will have to search
through a large number of records and to do so would unreasonably
interfere with the operations of the City; or
b) Consultations with people outside of the institution are necessary before
responding and cannot reasonably be completed within the time limit.
Extensions are not permitted in the following circumstances:
a) Situations where staff who would normally deal with the request are away
from the office; or
b) Staff are assigned to tend to heavy workloads for regular work
assignments.
04.09 Method of Access — in most cases, the requester will obtain access to a copy of
the records. Generally, originals are accessed and reviewed by the requester in
situations where there is a large volume of records, or at the request of the
requester.
04.10 Third Party Involvement — there may be circumstances where it is impossible to
sever personal or third party information from a record. In this situation, it is
determined if the exemption is mandatory or discretionary. When the exemption
is mandatory, access to the record is denied. When the exemption is
discretionary and the City intends to release the record, the third party identified
in the record must be notified of the City's intention to release the information.
This notification will allow the third party the opportunity to make representations
on the proposed disclosure. If the Third Party disapproves of the City's final
decision, they have the right to Appeal. During the appeal process, the City's
response period is put on hold.
04.11 Decisions — within the time limits specified in the Act, the requester must be
notified in writing of the City's decision. The City's response, based on the
mandatory and discretionary exemptions stated in the Act, will be:
a) Access granted in whole;
b) Access denied in whole or in part (with the section of the Act stated);
c) No record exists; or
d) Refused to confirm or deny.
04.12 Appeals — any requester who is dissatisfied with the City's decision to withhold
documents or to release documents only in part, or any third party who is
dissatisfied with the City's decision to release documents that he/she felt should
not be released, may appeal to the Information and Privacy Commissioner. This
Notice of Appeal must be filed with the Information and Privacy Commissioner's
Office within thirty (30) days of the date of the City's decision.
Policy Title: Freedom of Information and Protection of Privacy Policy
Policy Number: ADM 050
Page 8 of 11
The FOI Coordinator will receive any Appeal Notices from the Commissioner's
Office and prepare the record packages. The City Solicitor will represent the
City in defending its decision regarding release of records. The Solicitor will
prepare any written representations and participate in any verbal (either in
person or over the telephone) representations. An Order issued by the
Commissioner is final, subject to judicial review only in the event of a gross error
of law. The Order itself will specify new time periods within which any further
action must be taken by either or both parties involved. The FOI Coordinator will
take the necessary actions as specified in the Order.
05 Forms
05.01 All forms created by or for the City and used for City activities are subject to the
Act.
05.02 At the point of creation, forms shall be created in accordance with City policies
and procedures, and shall be reviewed by the FOI Coordinator with a view to
the Act.
05.03 Forms that include the collection of personal information shall include the
following clause:
Personal information contained on this form is collected pursuant to the
Municipal Freedom of Information and Protection of Privacy Act, and will be
used for the purpose of . Questions about this collection should be
directed to the City Clerk, One The Esplanade, Pickering, ON L1 V 6K7,
905.420.4611."
06 Offences and Liability
06.01 Section 48 of the Act outlines the offences under the Act which can lead to
prosecution. These offenses include breach of the privacy protection provisions
and obstruction of the FOI Commissioner in carrying out duties or exercising
powers. Fines of up to $5,000.00 may be imposed.
06.02 Section 48(1)(c.1) of the Act states that no person shall alter, conceal or destroy
a record, or cause any other person to do so, with the intention of denying a
right under this Act to access the record or the information contained in the
record.
06.03 Section 49 explains, however, that no civil action lies against the Head or
another person acting under the Heads direction for damages resulting from the
disclosure or non -disclosure if the person is acting in good faith. Similarly, no
legal action can be brought for failure to give notice under the Act if reasonable
care is taken to give the required notice.
Please refer to all associated Procedures and Standard Operating Procedures, if applicable, for
detailed processes regarding this Policy.
Policy Title: Freedom of Information and Protection of Privacy Policy
Policy Number: ADM 050
Page 9 of 11
Gty p( J
PICKERING
Appendix 1
Application for Access/Correction to Records
Municipal Freedom of information and Protection of Privacy Act
Returned Completed Application To:
City of Pickering, Clerk's Office, One Tim Esplanade
Pickering, ON LIV 61(7, Tel. 905.420.4611
This form is to be completed only if standard practice prohibits access to requested records_
Request For: Access to General Records Access to Own Personal Information
0 Correction of Own Personal Information
If request is for access to, or correction of, own personal information
records, last name appearing on records is same as below, or
Details (a fee of $5.00 applies to each application)
First Name
Street Address
City
Home Phone #
Fax #
Last Name
Province
Bus_ Phone #
Emal Address
Unit #
Postal Code
Extension
Detailed description of requested records, personal information records or personal information to be
corrected. (If requesting access to your personal information, identify the personal information bank or
record containing the personal information). Please attach a separate sheet if necessary.
Note: Ifyou are requesting a correction of personal information, indicate the desired correction and, if
appropriate, attach any supporting documentation_ You will be notified if the correction is not made and you
may require a statement of disagreement be attached to your personal information_ In accordance with
Section 45(1) of the Municipal Freedom of Information and Protection of Privacy Act, additional fees may be
charged_
Signature Date
Method of Access
Original
Copy
Office Use Only
Application Fee 0 Cash 0 Cheque Date
Comments
Request No.
Personal information contained on this form is collected pursuant to the Municipal Freedom of Information
and Protection of Privacy Act, and will be used to process your request Questions about this collection
should be directed to the City Clerk, One The Esplanade, Pickering, ON LIV 6K7, 905.420.4611.
CSV 0301-01126 Revised 16107/25 Alternate formats available upon request at 905.683.7575_
Policy Title: Freedom of Information and Protection of Privacy Policy
Policy Number: ADM 050
Page 10 of 11
Appendix 2
Fee Schedule
Fee Charges for requests for general information
Application Fee 5.00 To be paid when request is submitted
Search Time 7.50 Per each 1/4 hour required to search and retrieve records
Record Preparation 7.50 Per each 1/4 hour required to prepare records for release
Photocopying 20¢ Per page
Computer programming 15.00 Per each 1/4 hour if needed to develop program to retrieve
information
Fee charges for requests for personal information.
Application Fee 5.00 To be paid when request is submitted
Photocopying 20¢ Per page
Computer programming 15.00 Per each '/4 hour if needed to develop program to retrieve
information
Estimates
Fee estimates will be given if anticipated fees are $25.00 or more. If the estimate of fees to
be paid is $100.00 or more, the requester may be required to pay a 50% deposit.
Appeals
General Records
Personal Information
25.00
10.00
Appeal fees are to be paid up front and our Notice of Decision must advise the requester of
these appeal fees.
Policy Title: Freedom of Information and Protection of Privacy Policy
Policy Number: ADM 050
Page 11 of 11